Letter of apology template

A letter of apology (shimatsusho) with addressee, submitter and seal box, an apology statement, fields for date and time, place, subject, details, cause and preventive measures, a closing statement and approval stamps.

A4 portrait
12 merge fields
Issued as PDF

Join early access How to use it

Company names, people, addresses and amounts in the sample are fictional.
The sample layout is in Japanese. You can change any text in the template editor.

Sample of the letter of apology template (first page of a PDF issued with DocRelay)

Use cases

Reporting and apologizing for workplace incidents or errors
Submitting apology letters through HR workflows
A format for incident reports

Merge fields

The data fields you send to the API. Fields inside an array are shown as array.field.

Field	Description
`submitted_at`	Date submitted (YYYY-MM-DD)
`company.name`	Company name
`company.representative`	Representative title and name
`employee.department`	Department
`employee.name`	Name
`incident.date`	Date of incident (YYYY-MM-DD)
`incident.time`	Time of incident
`incident.place`	Place
`incident.title`	Subject
`incident.details`	Details
`incident.cause`	Cause
`incident.measures`	Preventive measures

How to use it

In the dashboard, choose Create template, select "Start from a template" and pick "Letter of apology". The layout and sample data are copied into your project.
Edit the company name, logo and field positions in the template editor to match your own format.
Send the template name and data to POST /v1/renders to issue a PDF.

With a test API key (sk_test_) you can issue documents from the draft. Publish a version before issuing with a production API key. From an AI assistant, specify the same template in the from of the MCP create_template tool.

Create and issue via the API

Create a template by setting from to the template ID (apology) in POST /v1/templates, then send the template name and data to POST /v1/renders.

1. Create a template from the ready-made one

curl https://api.docrelay.jp/v1/templates \
  -H "Authorization: Bearer $DOCRELAY_API_KEY" \
  -H "Content-Type: application/json" \
  -d '{ "name": "Letter of apology", "from": "apology" }'

2. Send data and issue a PDF

curl https://api.docrelay.jp/v1/renders \
  -H "Authorization: Bearer $DOCRELAY_API_KEY" \
  -H "Content-Type: application/json" \
  -d @apology.json \
  -o apology.pdf

apology.json (sample data; arrays show the first item and long text is shortened)

{
  "template": "Letter of apology",
  "format": "pdf",
  "data": {
    "submitted_at": "2026-10-21",
    "company": {
      "name": "サンプル商事株式会社",
      "representative": "代表取締役　見本 一郎"
    },
    "employee": {
      "department": "営業本部 第一営業部",
      "name": "見本 太郎"
    },
    "incident": {
      "date": "2026-10-19",
      "time": "15 時 30 分頃",
      "place": "本社 5 階 営業部",
      "title": "顧客あての見積書の誤送信",
      "details": "株式会社見本製作所様あての見積書を、電子メールで送信する際に宛先を誤り、別のお取引先様 1 社へ送信した。同日 16 時…",
      "cause": "宛先の入力時に表示された候補を十分に確認しないまま選択し、送信前の宛先の確認も怠ったため。",
      "measures": "1. 社外あてのメールは、送信前に宛先・添付ファイルを指差しで確認する。…"
    }
  }
}