Three Ways to Apologise When You Forget an Email

We're supposed to be approachable in this hyper-connected technology environment through one channel or another, which means there's a limited window for what constitutes a quick response. In some fast-paced businesses, it's deemed a late answer if you don't respond to an email for more than an hour.

Perhaps you're just too busy or struggling with your mental health. So you've missed an important email chain or failed to answer an invitation for whatever reason. Any response you send now will almost certainly be late.

So, what's next? Here are a few alternative responses to consider.

Should you make an apology?

It depends. If you realise you've dropped the ball on anything important or your lack of communication has harmed your company's reputation or connection with a client, an apology is likely in order. When you feel the need to apologise for the late response, it's crucial to think about the factors you're dealing with.

Some of us are prone to asking for forgiveness and apologising excessively. Even when we are unable to do so for reasonable, human reasons, we may feel pressured to be available at all times.

So, before you email an apology for the delay, consider whether it's necessary to apologise. Perhaps you don't even need to address the delay.

Consider substituting a "Thank you for your patience" where you would typically apologise for your own delay if you feel the need to apologise. In an output-driven work world that can feel consuming, this tiny tweak can revolutionise your connection with your inbox, timeliness, and feeling of humanity.

How do you apologise for the late response?

If you've decided that the circumstance requires an apology, keep a few things in mind. You don't want to make the situation (even) more unpleasant by over-apologising. Keep your apologies brief and to the point, then go about your business.

1. Acknowledge that there has been a delay

If you're apologising for a delayed reply, start by stating that your response is late. "Sorry for the delayed response–" or "Apologies for not getting back to you sooner–" will suffice. Please limit your apologies to one phrase. It doesn't have to be the entirety of your email.

2. Be courteous

If you leave an email unanswered for a long time, you may receive a follow-up email to check on your response, which brings the matter to your notice again and reminds you that you forgot to respond. This can be frustrating since you may feel guilty. Maybe your delay has had real consequences, and a coworker who needs your input is upset by your lack of response.

It may seem obvious, but make sure your response is courteous. You don't have to be overly accommodating, but you should address the delay politely and admit your error.

3. Don't feel compelled to justify yourself excessively.

Don't go too far with your apologies. Remember that we can't be expected to be available at all times to respond to texts and emails, especially if they aren't highly urgent or occur during office hours about low-priority matters. Whatever the situation, resist the impulse to go into detail about why you're late.

It's acceptable to mention that you've had a very hectic week to contextualise your response, but you don't need to. It can be awkward when you're overly apologetic or overly descriptive of the causes that caused this response to be late. We've all been in that situation. It isn't the end of the world as we know it. Make your apology and its rationale secondary to the rest of your message.

Examples

The way you apologise will differ depending on who you're talking to and the nature of the conversation. 

To a coworker or business contact:

If the email's subject isn't urgent or high-priority, a thorough apology may not be necessary. Consider the following:

Hello there,

My apologies for the delay in getting back to you. I'll send those files over to you as soon as possible. Please let me know if you need anything else from me.

Best,

Your Name

Or:

Hi,

Sorry I was not able to get back to you sooner. I'd like to meet for coffee sometime next week. I am available on Monday and Wednesday around noon. Does either of these options work for you?

Thanks!

Your Name

The details of the email will vary based on your situation, but keep the frame of delivering a brief apology if you believe it's required, and then move on to the email's subject.

To a superior:

The stakes are higher if you miss an email from your employer or an urgent professional communication from a client or teammate. The ramifications of your mistake may be more severe if the issue was time-critical and occurred during work hours. Therefore, some justification for your delayed reply is a good idea. Still, keep the apology brief and sincere, and only provide as much explanation as is required. Then, do everything you can to fix your error.

Hi,

My apologies for dropping the ball on this. I had not noticed your email until now. I'll complete the project and send it to you in the next half hour. If there's anything else I can do, please let me know.

Best,

Your Name

Or:

Hi,

I'm so sorry for the delayed response; I was out of the office yesterday. I can absolutely join the conference call at 3 p.m. today. Talk to you soon.

Thanks!

Your Name

Again, specifics will change, so assess the circumstance to choose the best course of action and the appropriate level of apology. The most crucial part of your response is to reply to the email and the problem it concerns.

Source: Fairygodboss