Apology Letter for Incomplete Work: 10 Templates
Have you failed to reach the goal🎗️ set by your organization? Are you worried about failing to serve complete work?
Sometimes we can find ourselves in situations where we are not able to deliver🚴 our tasks as intended.
Missing a deadline can be overwhelming, but it is important to remember that we are all, after all, humans🧍 and we face various challenges in our lives. And what truly matters is to take responsibility and address the situation.
Start writing an apology letter✉️ that shows your sincerity and integrity.
Table of Contents
What to Write in an Apology Letter for Incomplete Work
An apology letter for not completing work is not only about saying ‘sorry’😔. It is also about showing your dedication to work and the organization. 🏢
The elements of an apology letter📨 for unfinished work are very few, but there are a couple of things that are necessary to add.➕
The factors that must be added to make the letter have a positive impact should include the following:
- Start the letter📩 by addressing and greeting the authority or person in charge. This can include the designation of the person, or this could solely be your organization, and you can greet the person by wishing😌 them good health.
- A proper subject like “Apologies for Incomplete Work” could only be the subject of the letter.
- Now comes the critical part, in which the reasons for the unfinished work must be stated✍️. Be sure not to put the blame entirely on the situation.
- Enhance your letter by stating the offer or a solution to the work that could not be done within the deadline.
- Lastly, reflect on your concern and write about the significance and importance this particular work holds for you. This should come as a closing statement and express your humble gratitude to the reader 📄for reading and considering your letter.
How to Write an Apology Letter for Unfinished Work (Tips)
Here we will explore the art🎨 of crafting a professional apology letter for unfinished work with some effective tips💡.
Following these steps🪜 right here will guide you through.⬇️
Begin by Acknowledging and Taking Responsibility
Acknowledge the impact the unfinished work may have caused and express your understanding of the disappointment😞 or inconvenience to the respectable individual or organization. Take essential responsibility and avoid making excuses or putting the blame entirely on others or the circumstances.
State the Causes
Be brief and honest about your explanation of why the job was not done. Try to be transparent as much as possible. Express the issues, obstacles, or unforeseen situations that prevented you from achieving🏆 the expected results. It will help the reader📃 to know the context.
Express Genuine Concern
Use empathetic language and keep the tone remorseful👩💻 to convince the organization that you actually understand the importance of delivering the work on time🕰️. Apologize 🙇directly and use sincere and polished language to ensure that the letter has a professional impact.
Offer a Solution
A letter like this cannot entirely contain an apology. Make the letter portray a ‘serious you’ by offering a plan or solution to the commitment that was not completed. Demonstrate the steps that you will take to address the incomplete work. Provide a realistic timeline⏳ and goal.🎯
Close the Letter with a Positive Note
Conclude the letter with a positive and optimistic note. Express enthusiasm for the current work and highlight your desire to build🤝 trust and regain the confidence that may have been shaken. Articulate your belief in the strength of the working relationship and your dedication to the organization.
Letter Template: 1
apology letter for incomplete work
[Name of the sender]
[Designation of the respective person]
[Name of addressee]
Subject: Apologies for incomplete work
This letter is to inform you that I [mention your name] the [mention your designation in the company] from [mention the name of the company or the organization] would like to apologize to [mention the name of the person to whom you are apologizing] from [mention the name of the company or the organization of the person to whom you are apologizing] because of the incomplete work.
Due to some reason a few of our employees have resigned from their posts. Because of this, our work is on hold, and without any new candidates, we can’t resume it. They were the key candidate for the assigned work. We apologize to inform you of this on short notice.
Our hiring process for the new candidates is going on and soon our new employees will join and we will soon work on it.
We want to apologize for our incomplete work and the inconvenience that you have faced. We will take care of it in the future and will try not to repeat it again. Kindly look into the matter and understand our situation.
We will soon get back to you and inform you about the updated work. We hope this incomplete work will not harm much in our business relationship.
For further queries, you can reach our management department at [mention phone number] or directly through an email [mention email address].
Download Template : ( pdf, docs, ODT, RTF, txt, HTML, Epub, Etc )
Letter Template: 2
Incomplete Work Apology Letter
[Name of sender]
I [mention the name of the sender] working under the [mention the name of the department] department in [mention the name of the company] am writing this letter to apologize for submitting incomplete work. I am really sorry sir or ma’am for committing this huge mistake but believe me it was not intentional.
As you know, you have assigned me 2 projects, among which 1 was there, which I had to submit to you on [mention the date of submission], and the other was there, which I had to submit to you one month after this project.
When you asked me for the file, I got confused and submitted the other file, which was incomplete to you. I understand that just because of my irresponsible behavior, you had to be embarrassed in front of everyone.
I totally agree that if I had been a little more careful and sincere towards my work, then I wouldn’t have committed such a big mistake. But out of nowhere, I did something so terrible, and now you have to face the consequences.
I am so sorry for not checking the file before handing it to you. Just because of my actions, you had to be embarrassed in front of outsiders, and you were the one who had to face the consequences.
I am really sorry, sir or ma’am, but I promise not to repeat this kind of mistake ever again. I promise to stay more focused and concentrated on my work, and no matter what, I will check everything before submitting any file to anyone.
Please consider my apology and forgive me for committing such a huge mistake. I believe that you will understand my situation and give me another chance.
Letter Template: 3
Apology Letter for Incomplete Work
I am [mention the name of the sender] working in the [mention the name of the department] in [mention the name of the department] in [mention the name of the office]. I am writing this letter to ask for your apology for committing such a big mistake.
I am so sorry sir or ma’am for handing over the incomplete work file to [mention the name of one of the biggest clients of the company for which the sender works] but I can assure you that I didn’t do it intentionally. As you have given me the charge of completing 3 major projects of that client and submit it to them within the deadline, I got confused and submitted the file which I had to submit later on.
I am so sorry sir or ma’am for being so careless and committing such a big mistake. I know that I should have checked the file before submitting it but somehow I got confused in between the files and handed them the file which was not completed.
Just because of my irresponsible and casual behaviour, not only I have created a bad image of myself but also I have let the name of our company go down. Just because of my actions you were the one to face the consequences and I am really sorry for that. There is one thing I would like to tell you, I have had a talk with the [mention the name of the client] and I have submitted the correct file to them and got the incomplete file.
I have apologized to them personally and promised them that I will never repeat this kind of mistake ever again. I am sorry sir or ma’am for letting you down but please believe me it was not intentional at all. I hope you will forgive me and give me another chance.
Letter Template: 4
I am [mention the name of the sender] working under the [mention the name of the department] in [mention the name of a company]. Through this letter, I would like to ask for your apology. Please accept this letter as an apology for forwarding incomplete work to the HR department of our company. I can assure you that it was not intentional at all.
I know that it was totally my fault and just because of my irresponsible and casual behaviour I have risked so many things for the company. I totally agree that before submitting the file to the HR department, I should have rechecked it and then submitted the file. I know I have caused some major problems for the company and now because of me you will have to face the consequences.
I understand that I have to be more sincere and careful towards my work and I should keep focus and be concentrated on what I am doing. I know that you have trusted me so much and just by committing this mistake I have broken your trust. I know you had very high expectations from me and now just because of my one mistake all my impressions and good image has turned into opposite sides.
No matter what I say, nothing will do justice to my actions. I really want you to know that I am really sorry from the bottom of my heart. After talking with the HR department, I have taken the incomplete file and submitted the complete file. I am so sorry for being careless and irresponsible but I promise I won’t repeat this kind of mistake. Please forgive me for this time.
Missed Deadline Apology Letter
(Mention your name)
(Mention your address)
(Mention your contact information)
(Mention name of the Recipient)
(Mention address of the Recipient)
(Contact Information of the Recipient)
Sub: Letter to Apologize for Missed Deadline
Dear (Name of the Recipient),
I really apologize for missing the deadline (mention the details of the subject). Due to the situation being out of my control, I feel sorry for the inconveniences it has caused you and your institution. The main reason for missing the deadline is (mention the problem in detail).
While I am fully aware of this by missing this deadline, I have put your department in a very problematic situation. So, I am assuring you that this mistake will not repeat itself again. I feel regret for the problems you and your workers had to face for my mistake.
I have included the required details with this apology letter.
I would really appreciate this if you consider my problem and the circumstances which caused my mistake by me. I hope will get another chance to prove myself.
I am ready to accept the penalty for this delay caused by me. If you have any say in this you can contact me at any time. Hope you will consider my request and oblige me.
Thank you for your kindness and support like always,
(Notary or witness if required)
(Mention your designation)
(Mention the name of the company)
Sub: Letter to Apologize for Missing Deadline
I really want to express my sincerest apology for missing the deadline (mention the details of the subject). Due to this negligence and failure from my end, I feel sorry for the inconveniences it has caused you and your entire institution. The actual reason for this failure of missing the deadline is (mention the problem in detail).
I am fully aware that I have put your department in a very critical situation regarding the project (mention the details).
So, I want to assure you that this kind of misconduct will not repeat itself in the future. I feel very sorry for the problems you and your workers of the department of (mention the details) had to face for my mistake.
I have already attached all the required details with this apology letter.
I would really appreciate your kindness if you consider my problem and the unavoidable situation which caused my mistake. I hope you will give me another chance to prove myself.
I am ready to make amends for this delay caused by me. If you have to say anything regarding this, you can contact me at any time through (mention contact details).
Hope you will consider my request and oblige me.
Thank you for your kindness like always,
I am writing to offer my sincerest apology and regret missing the deadline of (mention the details of the subject) scheduled to submit on (mention the details).
Due to this failure from my end, I feel much regret for the problems you and your entire institution had to face for this. The actual cause for this problem of missing the deadline is (mention the problem in detail), which was out of my control.
I am fully aware that by my conduct of missing this deadline, I have put the entire department, including you, in a very critical situation regarding the project (mention the details) which was scheduled to complete on (mention details).
So, I want to promise you that this misconduct or negligence will not repeat itself in the future. I regret the inconveniences you and your workers of the department of (mention the details) had to face for the mistake I made.
I have attached all the related official documents with this letter of apology.
I would really be thankful to you if you consider my problem and unavoidable situation which is the cause of my failure. I hope you will give me another chance to prove my words.
I am ready to take any punishments for this delay caused by me if needed. If you have any further queries or any information regarding this, you can contact me at any time through (mention contact details).
Thank you for your kindness and support like the previous years,
- How to Write an Apology Letter: 14 Free Templates
- Apology Letter to Teacher: 18+ Templates
- Apology Letter to Boss: 15 Free Templates
- 10+ Sample Apology Letter to Court for Driving Offence
- Apology Letter for Quality Issue: 8 Templates
- Apology Letter for Late Coming: 4 Free Templates
- Delay Delivery Apology Letter: 4 Free Templates
- Missed Deadline Apology Letter: 4 Templates
- Letter of Apology for Bad Behavior: 10+ Templates
- 8+ Not Attending Interview Apology Letter Templates
“Business, marketing, and blogging – these three words describe me the best. I am the founder of Burban Branding and Media, and a self-taught marketer with 10 years of experience. My passion lies in helping startups enhance their business through marketing, HR, leadership, and finance. I am on a mission to assist businesses in achieving their goals.”
Leave a Comment
Letters in English
Sample Letters, Letter Templates & Formats
Home » Letters » Complaint Letters » Letter to Contractor for Not Completing Work – Sample Letter to Contractor for Not Completing Work
Letter to Contractor for Not Completing Work – Sample Letter to Contractor for Not Completing Work
To, The Contractor, _________ (Name), _________ (Address)
Date: __/__/____ (Date)
Subject: Not completing work
Dear _________ (Name of the builder),
I am _________ (Name) and I am a resident of _________ (Address).
Respected, as per the mutual agreement we had, you were supposed to complete the construction work on __/__/____ (Date). But I have not seen any progress in the completion of the site. This slow progress is somewhere affecting plans and goals. _________ (Mention your point). It is requested to kindly look into the matter at your earliest.
I believe you will consider this issue seriously. In case of query, you may contact me at ________ (Contact Number).
Regards, ________ (Signature), ________ (Name), ________ (Address)
Incoming Search Terms:
- sample letter to the contractor complaining about construction not done
- complaint letter regarding delayed construction to the contractor
Word & Excel Templates
Printable Word and Excel Templates
Strong Email for Delayed or Incomplete Work
Email sample -1.
Dear [NAME], I hope you find this email in the best of health and high spirits. This email is about project no. (#). The project was contracted on [DATE] and it was to be initiated on [DATE] according to the project agreement meeting held on [DATE]. Later, I received an email from your Project Manager, Mr./Ms. [NAME] expressing the regret on the behalf of the company for not being able to kick off the project due to certain internal problems of the company. According to the email, it was indicated the project shall be initiated on [DATE] and the deadline that was set by the mutual agreement of both companies was [DATE].
Hence the deadline is passed and there are no chances of the project commencement at any coming event. Your project manager has been contacted several times but we are not responded. The project was one of the most important ones as it belongs to the Urban Management of the [CITY] and it is partially agreed with the local government of the [STATE]. The project has been funded by the Urban Policy Management Site (UPMS) of the government of the [STATE].
With this commitment gap, we shall never be able to continue working together as project completion has to be one of the prime responsibilities of a company. A company should avoid signing major multiple projects if it gets overloaded for them. As we are working with the state government, we are afraid of getting charged for the project delay.
Therefore, we request you to notify us about the present development of the project and frame out another timeline for the project which would not be breached on any account. We have always enjoyed working with you but it is realized that the current project is otherwise.
[Name] [Position] [Company Name]
File: Word (.docx) 2007+ and iPad Size 17 KB
Email Sample -2
Re. Delay in the Completion of the Project [NAME] and the Imperatives
I hope you find this email in good health. I am [NAME], the [DESIGNATION] from the [COMPANY]. This email is about the unwanted delay in the completion of the project [NAME OF THE PROJECT]. Your company signed a project with us on [DATE] which was to be completed as soon as before [DATE]. Thereafter, we gave another date as a deadline on the requested email from the Team Leader [TL] of your company.
According to the TL of your company, the project was in progress and it needs ten more days to get completed and in the final suit. On the second deadline which was [DATE] i.e., yesterday, we were not reported on the project completion by any of your team members.
The project deals with educational supplies and we were to supply all the supplies before the vacation ended. As the vacation is already ended, we still are in the delay of the supply and delivery. We had signed contracts with different school suppliers. As we have failed to supply the products in time, we are being critically taken into hands by the suppliers and our clients. This delay has impacted our professional image badly.
Therefore, this email has been penned down to give out a green framework and inform us about the deadline of the project from which it would not be delayed any further.
If your company fails to meet the next deadline, we would be compelled to take legal actions against your team and the company. Please, respond to us as soon as possible to avoid any kind of unfavorable outcome. Thank you.
Incomplete work letter
When a job goes unfinished or unsatisfactory to the point where it feels like it wasn’t done all the way through, then you may want to consider sending out what’s known as an incomplete work letter. This will let the employee or the contractor know that the work hasn’t been done to a satisfactory letter and hopefully gets them to put more effort into the work.
Sometimes, workers can just get lazy and don’t do the necessary work on purpose. An incomplete work letter should remain firm but nice as they might have just forgotten about some of the details of the job.
Starting to Write
State the job and the details of the job that is not complete.
Explain what needs to be done for the job to be done.
Explain what you want to happen as a result of this letter and what you expect to be done about it.
You need to be clear that the vendor or employee will not be paid any further unless the work is completed.
Demand a quick response in order to get things moving.
Sample incomplete work letter
It’s come to my attention that not only is the website only half done, I still don’t have any update from you on when it will be done. The deadline was two weeks ago and you have yet to contact me. I understand some people get busy and things happen sometime, but I would love it if you could update me and contact me on the condition of the website and what’s going on.
I expect the entire website to be done and delivered to me by Monday or else, I will be calling my card company and refunding the $3,000 down payment I sent you for the website. Furthermore, I will register a complaint with the BBB and the FTC against your company, because this is not only unprofessional, this is illegal.
I’ve lost a lot of business over your delay and if you don’t offer me a good solution or answer by Monday, I may also consider taking you to small claims court over my lost business as well.
Quality – Letter to contractor for defective work
Letter to contractor for defective work
How to manage letters to your contractor for defective work.
Contractors are typically experienced at the type of work they conduct, and experienced in managing projects effectively. But even the best and more reliable contractors can deliver a project or asset with some form of defective work.
Defects are often picked up and rectified during the lifecycle of a project, but there are some instances where defects go unnoticed until a final walk through is conducted or until after the project is complete.
Defects are obviously frustrating for all parties - including the contractor. Contractor's don't want to double-handle work or 'waste' their resources on going back over work - and clients and owners definitely don't want to have to deal with asset defects.
What's important when managing letters to contractors for defective work is to effectively communicate the defect and issue in a diplomatic manner which leaves little room for interpretation.
The sooner all parties can agree on what the defective work is, who's responsible and how it will be rectified, the sooner issues are solved and everyone can continue working happy.
The two methods of communicating defective work to contractors below illustrate the tone and clarity which should be included in your letter to contractor for defective work.
The right way to send a letter to contractors for defective work
While the title of this article is a 'letter to contractor for defective work', and while many companies to still lean on and rely on letters for formal communications like this, we have seen better results when companies issue 'letters' in the form of structured documents, which allow for more detail, proof and transparency around the defective work being covered.
The letter to contractor for defective work below is a 'letter' which resembles your other site and project documents, similar to a normal defect report or similar.
There are a few distinct and useful sections contained within this defective work template, starting with some instructions around how the document should and shouldn't be filled in.
After this, there is a table section for the defective work which the contractor has 'agreed' is defective, and 'agreed' to rectify after practical completion.
The agreed defects table features 3 defective work issues in this case, which have detailed descriptions, dates for rectification, and photo proof.
You can instantly see the value in a table like this, which enables clients or parties to quickly add new defective work issues and to reference them with photos and videos. This type of record keeping drastically reduces disputes and other communication issues which naturally arise when you send your contractors actual letters.
The next section of this template focuses on defective work which the contractor has NOT agreed to. You'll notice that this table has a column for the contractor to describe why the defective work is not their responsibility (or clarify some other issue).
This happens on many projects, and a framework like this which can be used and shared online enables contractors and other parties to easily and clearly clarify issues over official documents.
And finally, every document which features work and contract related issues should be signed off. This letter to the contractor for defective work will be signed off by both the owner, and the contractor.
Use this defective work template for free.
A traditional letter to contractor for defective work sample.
The other more traditional way of communicating defective work with contractors is through physical or email letters.
There is an example letter to contractor for defective work below, which you can use a framework for your own letters.
You'll notice that the traditional letter still covers all of the important details regarding the defect including what the defect is and the date it's required to be rectified by, by the basic latter or email method doesn't have the supporting evidence or structure made possible by a digital document.
While not as comprehensive as the defective work 'letter' above, this form of communication can work for single defects and one-offs. But you may want to incorporate this type of communication into your quality management system or software in order to consolidate your records.
The Contractor, [Insert the name of the Contractor] [Insert the Contractor’s address]
Attention: [I nsert the name of the Contractor’s nominated representative]
[Insert the Contract/Project name]
INSTRUCTION RE: DEFECTIVE WORK
I refer to our discussions on [Insert date], when discussions took place concerning the following Defect in the work under the Contract:
[Insert details of the Defect]
This is an instruction, in accordance with Clause [X] of the General Conditions of Contract, to make good this Defect by [Insert date]. Please note that access will be available to carry out this work . Include any requirements for notification and coordination with the client.
Before starting work, please provide evidence that you hold workers compensation, Works and public liability insurance meeting the terms specified in Clause [X] of the General Conditions of Contract.
Note that, if you do not make good this Defect by the time specified, the Principal may do so without further notice, and the cost will become a debt due and payable by the Contractor to the Principal.
[Insert the name of the Authorised Person] Signature
Minimise defective work throughout the lifecycle of the project to avoid end of project headaches
Every project party (including owners) want to avoid letters to contractors regarding defective work. Defective work costs the contractor money and delays the handing over or completion of an asset.
The best and most reliable way of avoiding having to send and manage these letters and communications is to better manage quality throughout the life of the project.
While easier said than done, improving your quality processes and procedures can help you catch issues before practical completion.
And quality management software and defect management tools can help here.
These types of systems streamline and standardise quality processes across projects - or both internal and external teams.
Where quality issues and defective work might have snuck through in the past, construction quality specialists and other personnel involved in project management who use technology are able to better cover and uncover their projects.
You can see how a client/asset owner was able to use Dashpivot to cover contractor and project quality on 150 sites at the same time here in this case study.
Managing these sites manually, and generating letters and manual documents requires a lot of time and admin. This time takes time away from better observations and better decision making, resulting in more and more issues, delays and end of project defective work headaches.
Avoiding writing letters to contractors for defective work completely is almost impossible - as is a contractor completely avoiding completing any defective work.
But all parties on a project can seek to improve project quality management in order to mitigate the chances of large amounts of defective work and disputes accumulating towards the end of a project.
And all parties should work together to improve how they communicate and solve defective work, whether that be through a traditional letter to contractor for defective work - or a defective work document like the one you saw above.
Construction Punch List framework
Punch your way through those punch lists using this digital framework.
See the template →
Defect Report template
Manage and rectify those inevitable defects with ease.
See how you can easily streamline your systems and processes with Sitemate today
About Lance Hodgson
Lance is VP of Marketing at Sitemate. His aim is to bring awareness to a brighter future for the Built World where industrial workers and companies work smarter.
I had a AC unit installed in my condo they 1 ton, needed a 2 ton.
Attorney wrote a letter, they change to a 2 ton. he has passed.
Now I had windows installed promised the best heat reflective window its like an oven in here…. I did not get the correct GLASS.
Leave a Comment Cancel Reply
Save my name, email, and website in this browser for the next time I comment.