My apologies for not getting back to you sooner

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Sorry didn't get back to you sooner.

She thanked me for mine, apologized for not getting back to me sooner, admitted she was sad about how things had ended.

"Sorry for not getting back with you sooner," Graham's spokesperson Brittany Bramell said when asked if the senator would be talking more forcefully about single and unmarried issues on the trail.

Now I apologize for not getting back sooner.

Finally, on Oct. 7, she sent an e-mail message apologizing for not getting back sooner, saying that she was swamped with work.

My apologies for not getting to you all.

Probably we should get backto Grams sooner than later, don't you think.

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1. Career development
2. How To Apologize For a Delay by Email or in Person

By Jamie Birt

Updated May 25, 2022 | Published May 3, 2021

Updated May 25, 2022

Published May 3, 2021

Jamie Birt is a career coach with 4+ years of experience helping job seekers navigate the job search through one-to-one coaching, webinars and events. She’s motivated by the mission to help people find fulfillment and belonging in their careers.

In today's busy work environment, you may find you have overlooked responding to an important email. Understanding how to respond to a message late can help you craft a genuine apology that the recipient may accept.

In this article, we explore the benefits of apologizing for the delay, discuss how to apologize and provide examples of how to write or recite your apology.

Related: How To React to Mistakes at Work

Why is apologizing for the delay important?

Apologizing for the delay in your response is important because it can enable you to:

Acknowledge your mistake

With a direct apology, you can recognize your mistake for not returning the message sooner. However, this may encourage you to adopt a more organized technique when responding to emails or phone calls in the future.

Request forgiveness from the original sender

It's important to consider how the sender may feel about the delay. Ask the sender to forgive you for your delayed response, and reassure them you appreciate their understanding.

Maintain professional relationships

Acknowledging your delay can convey your professionalism. This may encourage your colleagues to reach out to you for questions or guidance.

How to apologize for the delay

Follow these steps to apologize for the delay over email or during in-person conversations:

1. Greet the receiver personally

Start the conversation by addressing the recipient by their name. If you're in person, you can capture the recipient's attention. If you're responding over email, you can show the recipient that you've taken the time to personalize the message.

Your choice of greeting may depend on your professional relationship with the recipient. For example, you may use a more formal greeting with the CEO of your organization than you would with a co-worker in your department. Select a greeting that is appropriate to the person you're conversing with and the context of the initial message you received. Some examples include:

• Hello

• Good evening, morning or afternoon

• Dear [insert recipient's name]

2. Apologize for the delayed response

Immediately follow your greeting with an apology for your delayed response. Use a straightforward phrase that acknowledges the tardiness. Here are some examples:

• I'm sorry

• I apologize

• My sincerest apologies

Related: How To Apologize For a Mistake Professionally (With Examples)

3. Explain the reason for your delayed response

Although not required, consider briefly explaining the reason for your tardy reply can strengthen your apology. Here are examples of factors that can cause a delayed response:

Organizational workflow

The business of your work schedule may make it more challenging to respond to your messages from colleagues. If the recipient is someone in your organization, consider explaining the status of your current project.

Vacation

Perhaps you recently returned from a work vacation, and you haven't been available to check and respond to your work emails. Consider informing the receiver of your recent return after writing your apology.

Leave of absence

Suppose you took a leave of absence from work for personal reasons, such as maternity or paternity leave or to recover from an illness. While protecting your privacy, apologize for your tardiness by indicating you've been out of the office for an extended period.

Change in personnel

When you transition into a new role, you may need to build connections with people who were awaiting responses from the person who previously held your position. Use a late response as an opportunity to introduce yourself to your colleagues.

Technical difficulties

Your organization may have experienced problems with a new software program, for example, that prevented you from logging into your email. Assure the receiver of your message that you've resolved the technical difficulties when you apologize.

4. Proceed with returning the message

After you apologize, use the rest of the conversation to address the initial message. Answer the questions the original sender had posed, and offer more questions to continue the discussion. Thank the sender for their patience and reiterate your commitment to the project. If you're apologizing to a supervisor or client, it may be helpful to assure them you will respond more efficiently to emails in the future.

Related: How To Write a Late Response Email

Tips for apologizing for the delay

Use the following guidelines to learn more about apologizing for the delay:

Reserve a time to check emails

Select a time in your schedule to check your email inbox for missed messages. This may help you return calls and emails as quickly as possible. For example, reserve 30 minutes on Mondays and Thursdays to peruse your inbox or listen to your voicemail.

Organize your email inbox

Organizing your email inbox can make it easier for you to read and respond to emails. Here are ways you can structure your inbox:

• Delete junk mail. It may be helpful to unclog your email inbox by deleting junk mail and other messages that are unrelated to your job. You can also empty your spam folder periodically.

• Unsubscribe from subscriptions. Unsubscribing from subscriptions, such as promotional emails from retail stores, can limit the number of messages entering your inbox, making it easier for you to identify important emails.

• Designate your emails to folders. Categorize the emails you receive, such as having separate folders for email threads with your boss and your clients. With folders, you can read your messages in one place, allowing you to locate the conversations when needed.

• Flag emails from certain senders. Use your email settings to flag messages from important people, such as managers or clients. This may allow you to view and respond to emails more quickly.

Prioritize your responses

Once you find messages you need to respond to, you may discover your response is more urgent to some conversations than others. Use your relationship with the sender and the importance of the message to help you prioritize your messages from most urgent to least urgent. For example, you may choose to respond to a client asking about a project before answering an email congratulating you on a new job.

Related: How To Draft an Explanation Letter for Being Late To Work

Know when an apology is appropriate

As you create your response, consider these factors to help you decide if an apology is appropriate:

• Time of your response: If the delay in your response is slight, you may choose to skip the apology and proceed with continuing the conversation. For example, if you're typing a reply an hour after you received the original message, then an apology may be unnecessary.

• Context of the message: The original sender may indicate in the email that they know you're busy and are not expecting an immediate response. If the message is casual and not urgent, you may choose not to apologize in your response.

• Identity of the receiver: Even if the timing and context of the message inform you an apology is unneeded, you may still decide to apologize. For example, you may still apologize if the receiver is a potential client or a coworker you don't interact with often.

Always be polite

The way you apologize can allow you to maintain a good workplace reputation. When you type or recite your response, be mindful of your words and tone. Before you send an email, reread your words to make sure your apology is clear. As you start a conversation with a coworker in person, make sure your body language and pitch of your voice align with your words. For example, whispering when apologizing may make your apology seem disingenuous, so it's important to use a delivery that matches the situation.

Examples of apologies for the delay in email

Follow these examples for sending delayed messages through email:

Example 1

Hi Dr. Thomas,

Thank you for you reaching out. I'm sorry for my delayed response. I've been out of the office attending committee meetings to approve our new curriculum, and I haven't had time to respond to emails. Regarding your message, I think another campus organization would be a great idea! Let's schedule a meeting next week to discuss it further.

Thanks,
Dr. Johnson

Example 2

Good morning, Jill,

I hope all is well.

I apologize for my tardy reply. Attached is the document you requested. Please let me know if you have any questions or need anything else.

Thank you,
Jane

Example 3

Hello, Mr. Wright,

My sincerest apologies for not replying to you sooner. The new campaign has consumed much of our time, but I acknowledge I should've been better about responding to emails. Are you still interested in collaborating with our agency? I have time for a quick call later this afternoon. Please let me know if you're available.

Thank you again for your patience.

Best regards,
Paul Jones

Examples of apologies for the delay in person

Follow these examples for apologizing in person for sending delayed messages:

Example 1

Good morning, Mr. Barnes. How are you?

I just wanted to offer my sincerest apologies for my delayed response to your message. Would you have time to meet for coffee now? I would love to talk about the strategy for the next campaign.

Example 2

Hey, Miss Franklin.

Sorry that I'm just getting back to you. Give me ten minutes, and I'll have my signature on all the paperwork. Thank you for working with me.

Example 3

Hello, Charlie.

Sorry for missing your messages. I'm just getting back in the office from vacation. Here's the finished proposal you requested. Hope you had a wonderful weekend.

How do you apologize for not replying earlier?

How do you apologize professionally for a delay?

How do I apologize for a delayed email?

How do you say my apologies professionally?