I'm going into my 4th year of University. I lived in college-owned accommodation for the first 3 years. I balloted in January for a college-owned room for 4th year, but this summer (June) I signed a contract to let a privately owned property with some friends. After signing the contract I emailed college to tell them I no longer wanted the room that I balloted for. I received an email saying that this could be arranged, but that I should have let college know when I balloted back in January.
(I thought it would be better to wait until I had finalised my contract, but I can see that doing so was unhelpful for college.)
My name has been taken off from the college-owned room, but I did make a mistake by not letting them know in January.
I have already apologised for miscommunicating, but I'm wondering if there is some better way I could apologise and/or thank the dean for changing my college accommodation contract at such short notice? This is more of a "professional" relationship rather than a personal one, so I'm not sure a card and a chocolate would be appropriate.
My best thought so far is an email along the lines of: "I realise I made a mistake not letting you know in January. I would like to thank you for being so flexible even on short notice." Although it just seems a little too short/not enough.