How to Say Sorry in a Professional Email

Here is a simple example:

The email is short. The reader knows you are sorry and what you will do next.

When should you say sorry in a work email?

You may need to say sorry when something is:

• late — for example, a report is not ready on time
• wrong — for example, you sent incorrect data
• missed — for example, you missed a meeting

For a small mistake, a short apology is often enough. If your mistake causes a problem for someone else, explain that you understand how it affected their work. For example: “I know the wrong numbers delayed your report.” Make the problem clear and tell the reader what you will do next.

Say sorry, then say what you will do

Look at these two examples.

This tells the reader what happened and what will happen next. But it does not say sorry.

Now compare it with:

This version says sorry about the problem and tells the reader what you will do.

Saying sorry shows the reader that you know there is a problem.

A useful pattern is:

Sorry + the problem + what you will do next

If something is wrong

If you made a mistake, say what happened. Then tell the reader what you will do to fix it.

For example:

You can also be more specific:

The reader can quickly understand the problem and what you will do next.

You can use “Sorry” in many everyday work emails. If you are writing to a client you do not know well, you may prefer the more formal “I apologize for…”

For example:

If you missed something

You can use the same simple pattern when you miss a meeting, deadline, or other work activity.

For example:

The first sentence says sorry and explains what happened. The second tells the reader what you will do next.

If you need to explain more, keep it short. Give only the information the reader needs.

What should you write after “sorry”?

After you say sorry, help the reader understand what happens next.

You can write:

• I will send the report tomorrow.
• I will fix the data today.
• I will read the meeting notes this afternoon.

Use the action that fits your situation.

A specific action is usually more helpful than a vague sentence such as:

For example:

This tells the reader exactly what you will do and when you will do it.

Check your apology email before you send it

Before you send the email, ask yourself:

More help with work emails

Say Sorry is one of the Email Problems in EFGB’s Business English for Work course.

You can also explore Business English for Emails for more help with common workplace email problems.

Learn More About Business English for Work

Business English for Work has 90 short lessons for email, meeting, and presentation problems. Choose the problem you need and learn what to say or write.