Diplomacy can be as heartfelt or as Machiavellian in nature as you wish it to be; personally, I would choose the former, although I have encountered an equal amount of the latter. For examples, these conciliatory letters from a sorority and fraternity apologizing for racial insensitivity will be utilized. While the authenticity of regret the letters supposedly contain will not be questioned, one should recognize that the rhetoric that appears in them can be wielded as one desires; it is not a prerequisite to be truly remorseful should you attempt to write a similar document.
The link containing the aforementioned letters can be found here, on page 97:
http://74.125.95.132/search?q=cache:RcYz7FMVt_UJ:www.pb.uillinois.edu/Documents/participreports/2006/UIUC%25202007%2520IBHE%2520Report%2520r.pdf+university+of+illinois+tequila+and+tacos+apology&cd=9&hl=en&ct=clnk&gl=us&client=firefox-a
The letters, as shown in Attachment B as the sorority one being the first, will be reprinted here for reference:
Attachment B
Delta Delta Delta Statement
October 25, 2006
Delta Delta Delta would like to extend our sincerest apologies for the social event that
took place on Thursday, October 5, between our chapter and Zeta Beta Tau Fraternity.
During the event, a group of our members represented a minority culture in a negative
way. Tri Delta was founded on the idea of being "kind alike to all," and as a whole, we
use this principle to guide us as we strive to adhere to high moral standards and strength
of character. Such cultural insensitivity is absolutely not what we represent as a chapter,
and we are truly sorry that our actions have hurt such a vital part of our campus. Please
be assured that we are working to correct the matters of ignorance and insensitivity that
led to our hurtful actions. We have also been in touch with Adele Lozano at La Casa
Cultural Latina, and she and her office have been invaluable resources to our chapter.
Our hope is that we can turn this negative incident into a positive force for change. We
firmly believe that an open dialogue on issues of diversity will prevent such an event
from happening in the future and aid us as we work to reclaim a legacy that makes us, our
national organization and the campus community proud.
Delta Pi Chapter of Delta Delta Delta
Zeta Beta Tau Statement
October 25, 2006
The Men of Zeta Beta Tau Fraternity sincerely apologize for the insensitivity of some of
its members during a social exchange with Delta Delta Delta Sorority on October 5,
2006. Some members engaged in stereotyping and the other members did not step
forward to intercede. For both the action and inaction, the members are truly sorry.
Diversity training and cultural sensitivity instruction is now a permanent part of our
Brotherhood Education program. The Chapter has already scheduled the University's
Program on Intergroup Relations. In addition, chapter leaders have contacted the Director
of La Casa Cultural Latina, Adele Lozano to arrange for workshops and to provide a
forum for interaction. We have work to do both inside the chapter and within the campus
community.
The chapter realizes the importance of a diverse population on this campus and in this
society. While the Latino Community is particularly offended, we realize that our actions
were disturbing to all right thinking people.
Brandon Keene
President, Zeta Beta Tau Fraternity
University of Illinois
Starting from the beginning of the first letter is the sentence, “Delta Delta Delta would like to extend our sincerest apologies for the social event that took place on Thursday, October 5, between our chapter and Zeta Beta Tau Fraternity.”
In the case of an apologetic letter, it is increasingly important to apologize within the first paragraph if not the first sentence; one would do the same speaking to someone face-to-face when making amends.
The second letter follows the same rule: “The Men of Zeta Beta Tau Fraternity sincerely apologize for the insensitivity of some of its members during a social exchange with Delta Delta Delta Sorority on October 5, 2006.”
Both letters begin with the same standard of identifying the problem, when it occurred, who was involved, etc.
Note the similar phrase they both use: “sincerest apologies” and “sincerely apologize.” Again, this example does not prove or disprove the authenticity of the writers. It does, however, suggest that constructing letters of this nature will generally use key phrases that are widely known. These types of phrases are repeated constantly in various manners, so much so that the general public can recognize them at will. The objective of using these terms is to evoke a collective emotional response; one does not simply recall the phrase but also the feeling of all the previous apologies that contained them. Using these phrases is standard practice, and one should remember such repeated expressions.
The second sentences are also alike. “During the event, a group of our members represented a minority culture in a negative way” is written in the former letter, and “Some members engaged in stereotyping and the other members did not step forward to intercede” appears in the latter apology.
The offending party is construed as numbering no more than a few members. An aberration, not a systemic problem. Whether or not the actual number was more or less than “a few” cannot be ascertained from the lack of information given to the reader, so a comparative, non-numerical figure is employed. Doing so allows both institutions to salvage their reputations and indirectly protect the identities of said offending party.
The fraternity performs better in the second sentence because the second half places an equal blame on the rest of their organization. By criticizing both “action and inaction,” the writer conveys the entire group's complacency in the matter. A perceived act of humility if you will.
“Please be assured that we are working to correct the matters of ignorance and insensitivity that led to our hurtful actions.” This sentence is the most important part of the first letter. If you intend to apologize for a grievous error, promise that action will be taken. If you are unsure of what you will do and are still deciding a course of action, or if you are disingenuous and are not actually going to do anything, be vague and general. The aforementioned sentence describes that they “are working to correct matters;” there is no specific outline of tasks that are going to be performed, so no accountability can be applied. They are “working,” and that is all the letter needs to expound upon and all the reader needs to know. To be fair, the letter does mention the group contacting a leader in the Latino community, but even that is somewhat of a generic statement.
“We have also been in touch with Adele Lozano at La Casa Cultural Latina, and she and her office have been invaluable resources to our chapter.” The second part “...and she and her office have been invaluable resources to our chapter” can be inserted or removed depending on whether one deems it necessary. It is a gesture that attempts to laud the merits of the person or persons with whom you want to create an accord with. When writing your own letter, judge whether or not this is necessary. If you do decide to add such a statement, remember to not praise too enthusiastically as it will appear feigned. Omitting it does not contribute or remove anything from your writing.
The part written above describes La Casa in a strange but unobjectionable way; “invaluable resources” is a flattering assertion that is oddly inappropriate in this context, but it sounds positive, so it remains undetected to the untrained ear. One could write, “We have also been in touch with Adele Lozano at La Casa Cultural Latina, and she and her office have reciprocated our attempts to resolve this matter,” or something to that effect. Such a sentence is more descriptive and less broad.
By contrast, the secondary letter promises specific actions:
“Diversity training and cultural sensitivity instruction is now a permanent part of our Brotherhood Education program. The Chapter has already scheduled the University's Program on Intergroup Relations. In addition, chapter leaders have contacted the Director of La Casa Cultural Latina, Adele Lozano to arrange for workshops and to provide a forum for interaction.”
Doing so eliminates vagueness and projects a sense of confident initiative. On the other hand, it runs the risk of promising more than what can be accomplished. Luckily, the promised actions written therein are largely immeasurable, nor are they complex to undertake. Take note of both strategies and decide which is appropriate for a certain situation.
The closing paragraph of the Delta Delta Delta apology begins with, “Our hope is that we can turn this negative incident into a positive force for change.” The writer portrays the incident as a learning experience, a frequent assertion amongst similar letters. It is labeled as a means for maturing the character of the sorority, though such a transformation could have easily been accomplished without engaging in questionable behavior beforehand.
Both end paragraphs include an emphasis on promoting the cause of “diversity,” which is the specific word they use. They mention grander views by claiming they will not only seek to rectify racial insensitivity within their ranks but also within the campus itself. A noble sentiment, although one that is likely to go unrealized.
On a side note, I find it unintentionally humorous that “right thinking” is inserted in the sentence, “While the Latino Community is particularly offended, we realize that our actions were disturbing to all right thinking people.” It is unnecessary to add that phrase unless the author perceives a distinction between idiocy and racism. His cause would be assisted better if “all people” were utilized.
In conclusion, I believe that the fraternity's apology is less generic, though the sorority's is as adequate for its purpose. Both letters would be sufficient to placate the average reader, but for those who seek a structurally sound use of semantics, the fraternity's would be more suited for addressing those concerns.
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