Waiting for a response can sometimes feel frustrating, and how you acknowledge the delay matters. A simple “Sorry to keep you waiting” is polite, but using thoughtful alternatives can make your message feel more personal, empathetic, and professional.
Whether you’re communicating with a client, colleague, or supervisor, the right phrasing shows that you value their time and are considerate of their priorities.
What Does “Sorry to Keep You Waiting” Mean?
Meaning:
“Sorry to keep you waiting” is a polite apology used when you acknowledge that someone has been waiting for your response or action.
Detailed Explanation:
It shows awareness and respect for the other person’s time. Using this phrase communicates humility and courtesy, which can smooth over delays and maintain positive relationships, especially in professional emails.
When to Use “Sorry to Keep You Waiting”?
This phrase is appropriate when a delay has occurred—whether in responding to emails, joining meetings, or delivering tasks. It helps to soften the impact of the delay and reassure the recipient that you are conscious of their time.
Best Situations:
- Delayed responses in professional emails
- Running late for calls or meetings
- Following up after a postponed deliverable
Situations to Avoid:
- When no delay occurred
- Overused in repeated messages
- Formal letters where a more polished phrasing may be preferable
Is It Professional or Polite to Say “Sorry to Keep You Waiting”?
Yes, it is both professional and polite, especially in casual professional emails. It demonstrates empathy, emotional intelligence, and respect for others’ schedules.
Pros or Cons of Using This Phrase
Pros:
- Shows politeness and accountability
- Maintains positive relationships
- Easy and widely understood
Cons:
- Can feel generic or repetitive
- Might not be suitable for very formal communication
- Overuse may dilute sincerity
1. Apologies for the Delay
Meaning:
A straightforward, professional way to acknowledge the waiting.
Detailed Explanation:
This phrase is polite and neutral. It acknowledges the delay without adding unnecessary emotion, making it suitable for professional emails where brevity and clarity are important.
Scenario Examples:
- “Apologies for the delay, here’s the report you requested.”
- “Apologies for the delay in responding to your email.”
- “Apologies for the delay, I appreciate your patience.”
Best Use:
Professional emails, client communication
Worst Use:
Informal texting or casual messages
Why It Works:
It’s clear, concise, and universally accepted.
Tone:
Professional, polite
2. Thank You for Your Patience
Meaning:
Acknowledges the delay while thanking the recipient.
Detailed Explanation:
This phrase shifts the focus from the apology to appreciation, making it feel more positive. It subtly expresses respect for the recipient’s time.
Scenario Examples:
- “Thank you for your patience; here’s the requested update.”
- “I appreciate your understanding—thank you for your patience.”
- “Thank you for your patience while we processed your request.”
Best Use:
Delays in customer service, email responses
Worst Use:
Situations where an immediate apology is more appropriate
Why It Works:
It softens the apology and shows gratitude
Tone:
Grateful, considerate
3. I Appreciate Your Patience
Meaning:
Similar to #2, but slightly more personal and warm.
Detailed Explanation:
This phrasing emphasizes personal appreciation for waiting. It makes the recipient feel recognized and valued rather than just acknowledged.
Scenario Examples:
- “I appreciate your patience while we finalize your order.”
- “I appreciate your patience with the delayed response.”
- “I really appreciate your patience, thank you for understanding.”
Best Use:
Professional emails, team communication
Worst Use:
Overly formal letters
Why It Works:
It combines gratitude and apology, enhancing sincerity
Tone:
Warm, professional
4. Sorry for the Hold-Up
Meaning:
A casual, conversational alternative.
Detailed Explanation:
This phrase is slightly less formal but still polite. It works best when emailing colleagues or familiar clients. It conveys the apology in a friendly tone.
Scenario Examples:
- “Sorry for the hold-up, here’s the updated document.”
- “Sorry for the hold-up, I’ve attached the requested files.”
- “Sorry for the hold-up, thanks for waiting.”
Best Use:
Internal emails, casual professional correspondence
Worst Use:
Very formal communication
Why It Works:
Friendly yet acknowledges the delay clearly
Tone:
Casual, approachable
5. My Apologies for Keeping You Waiting
Meaning:
A slightly more formal version of the original phrase.
Detailed Explanation:
It emphasizes personal accountability and is suitable for professional contexts where politeness is essential.
Scenario Examples:
- “My apologies for keeping you waiting, the report is now ready.”
- “My apologies for keeping you waiting, I appreciate your time.”
- “My apologies for keeping you waiting, here’s the update.”
Best Use:
Formal emails, external clients
Worst Use:
Very casual messages
Why It Works:
It signals professional courtesy and accountability
Tone:
Formal, polite
6. Apologies for the Inconvenience
Meaning:
A professional phrase often used when a delay causes a tangible disruption.
Detailed Explanation:
It acknowledges the impact of waiting, not just the act itself. This phrase is often used in customer service or formal emails where the delay may have caused minor frustration or inconvenience.
Scenario Examples:
- “Apologies for the inconvenience, we’re now processing your request.”
- “Apologies for the inconvenience, and thank you for your patience.”
- “Apologies for the inconvenience, here is the updated information.”
Best Use:
Customer service, formal professional emails
Worst Use:
Internal team emails
Why It Works:
It conveys empathy and professionalism
Tone:
Polite, empathetic
7. Thank You for Waiting
Meaning:
A simple, direct way to acknowledge someone’s time.
Detailed Explanation:
This phrase focuses on gratitude instead of apology, making the email feel positive. It’s effective when the wait was minor or routine.
Scenario Examples:
- “Thank you for waiting, the document is ready now.”
- “Thank you for waiting, I appreciate your understanding.”
- “Thank you for waiting, here’s the information you requested.”
Best Use:
Short email responses, minor delays
Worst Use:
Significant delays without acknowledgment
Why It Works:
Shifts the tone from negative (delay) to positive (gratitude)
Tone:
Grateful, polite
8. I Apologize for the Delay
Meaning:
A classic professional apology.
Detailed Explanation:
It’s formal, direct, and universally acceptable. Works well when the recipient expects accountability or when the delay may have caused minor frustration.
Scenario Examples:
- “I apologize for the delay, your request has now been processed.”
- “I apologize for the delay in getting back to you.”
- “I apologize for the delay, and thank you for your understanding.”
Best Use:
Professional emails, client communication
Worst Use:
Informal chats
Why It Works:
Signals accountability and respect
Tone:
Formal, professional
9. Pardon the Delay
Meaning:
A slightly lighter, elegant alternative to “Sorry for the delay.”
Detailed Explanation:
This phrasing is concise and polite, suitable for formal or semi-formal correspondence. It carries an old-fashioned but professional tone.
Scenario Examples:
- “Pardon the delay, the requested files are attached.”
- “Pardon the delay, and thank you for your patience.”
- “Pardon the delay, I’ve updated the report accordingly.”
Best Use:
Formal emails, professional correspondence
Worst Use:
Casual internal emails
Why It Works:
It’s concise, courteous, and professional
Tone:
Formal, polite
10. Apologies for the Wait
Meaning:
A concise, professional acknowledgment.
Detailed Explanation:
This phrase is short but still polite, making it suitable for emails where brevity matters. It acknowledges the waiting without adding extra words or emotion.
Scenario Examples:
- “Apologies for the wait, here’s the updated document.”
- “Apologies for the wait, thank you for your understanding.”
- “Apologies for the wait, I’ve now completed the task.”
Best Use:
Quick professional emails, minor delays
Worst Use:
Situations needing detailed apology
Why It Works:
Concise, to the point, and respectful
Tone:
Polite, professional
11. I’m Sorry for the Wait
Meaning:
A direct and personal acknowledgment of the delay.
Detailed Explanation:
This phrasing emphasizes the speaker’s responsibility. It’s slightly more personal than “apologies for the wait,” making it feel genuine and considerate.
Scenario Examples:
- “I’m sorry for the wait, the updated report is attached.”
- “I’m sorry for the wait, thank you for your patience.”
- “I’m sorry for the wait, I’ve now addressed your request.”
Best Use:
Emails to colleagues, team members, or clients
Worst Use:
Highly formal legal documents
Why It Works:
Shows personal accountability while maintaining politeness
Tone:
Genuine, professional
12. Sorry for the Inconvenience Caused
Meaning:
Acknowledges that the delay may have disrupted plans or caused minor frustration.
Detailed Explanation:
This phrase is empathetic, addressing not only the waiting but also the potential inconvenience. Ideal for client-facing or formal situations where the delay may impact the recipient.
Scenario Examples:
- “Sorry for the inconvenience caused, we’re now processing your request.”
- “Sorry for the inconvenience caused, and thank you for your understanding.”
- “Sorry for the inconvenience caused, I appreciate your patience.”
Best Use:
Customer emails, formal correspondence
Worst Use:
Internal casual communication
Why It Works:
Shows empathy and professional awareness
Tone:
Polite, considerate
13. Thank You for Bearing With Me
Meaning:
A conversational way to acknowledge patience.
Detailed Explanation:
This phrase is slightly informal and friendly, emphasizing gratitude rather than focusing only on the apology. It’s ideal for situations where the delay wasn’t critical but recognition is appreciated.
Scenario Examples:
- “Thank you for bearing with me, I’ve attached the updated file.”
- “Thank you for bearing with me, I appreciate your understanding.”
- “Thank you for bearing with me, here’s the information you requested.”
Best Use:
Team emails, internal communication
Worst Use:
Highly formal professional letters
Why It Works:
Balances apology with gratitude, making it warmer
Tone:
Friendly, appreciative
14. Apologies for Keeping You Waiting So Long
Meaning:
Emphasizes the duration of the wait and the speaker’s accountability.
Detailed Explanation:
This is slightly more apologetic than general phrases and is useful for longer delays. It shows attentiveness to the recipient’s experience.
Scenario Examples:
- “Apologies for keeping you waiting so long, here’s the completed task.”
- “Apologies for keeping you waiting so long, thank you for your patience.”
- “Apologies for keeping you waiting so long, I’ve now addressed your request.”
Best Use:
Long delays or time-sensitive situations
Worst Use:
Minor or very short delays
Why It Works:
Acknowledges the impact of time, enhancing sincerity
Tone:
Sincere, professional
15. I’m Sorry for the Delay in Response
Meaning:
Professional and explicit, highlighting the email response specifically.
Detailed Explanation:
It clarifies what the delay pertains to, making it precise and polite. Suitable for formal business or client communications.
Scenario Examples:
- “I’m sorry for the delay in response, I’ve attached the requested documents.”
- “I’m sorry for the delay in response, thank you for your understanding.”
- “I’m sorry for the delay in response, here’s the update.”
Best Use:
Client emails, official correspondence
Worst Use:
Casual messages to friends or colleagues
Why It Works:
It is clear, precise, and professional
Tone:
Formal, polite
16. Apologies for the Slow Response
Meaning:
Highlights slowness rather than waiting per se.
Detailed Explanation:
This phrasing is slightly more casual than formal alternatives, and works well for emails that require a friendly, yet professional tone.
Scenario Examples:
- “Apologies for the slow response, I’ve attached the report.”
- “Apologies for the slow response, thank you for waiting.”
- “Apologies for the slow response, here’s the updated information.”
Best Use:
Team communication, client emails
Worst Use:
Legal or very formal emails
Why It Works:
Balances casual professionalism with sincerity
Tone:
Professional, approachable
17. Thanks for Your Patience
Meaning:
A short, gratitude-focused alternative.
Detailed Explanation:
Shifts the focus from apology to appreciation, making the message positive and friendly. It’s best when the delay was brief or routine.
Scenario Examples:
- “Thanks for your patience, the document is attached.”
- “Thanks for your patience, I’ve now responded to your request.”
- “Thanks for your patience, here’s the updated file.”
Best Use:
Short professional emails
Worst Use:
Significant delays without acknowledging the waiting
Why It Works:
Positive phrasing makes the recipient feel respected and valued
Tone:
Friendly, polite
18. Apologies for the Minor Delay
Meaning:
Acknowledges a small delay, making it feel proportional and considerate.
Detailed Explanation:
This phrase is suitable when the delay was brief or negligible. It avoids over-apologizing while still showing politeness.
Scenario Examples:
- “Apologies for the minor delay, here’s the requested update.”
- “Apologies for the minor delay, thank you for waiting.”
- “Apologies for the minor delay, I’ve now completed the task.”
Best Use:
Internal emails, short waiting periods
Worst Use:
Significant delays
Why It Works:
Maintains professional courtesy without exaggeration
Tone:
Polite, balanced
19. Sorry for Making You Wait
Meaning:
A conversational and slightly informal acknowledgment.
Detailed Explanation:
This phrase is direct and personal, making it suitable for familiar professional relationships. It emphasizes the action of waiting rather than the delay itself.
Scenario Examples:
- “Sorry for making you wait, the document is now ready.”
- “Sorry for making you wait, thank you for your understanding.”
- “Sorry for making you wait, I’ve now sent the requested files.”
Best Use:
Internal or casual professional emails
Worst Use:
Formal external communications
Why It Works:
Shows personal accountability and empathy
Tone:
Friendly, considerate
20. I Regret the Delay
Meaning:
A formal, polished way to apologize.
Detailed Explanation:
“Regret” adds formality and weight, suitable for official or sensitive communications where a delay may have caused noticeable impact.
Scenario Examples:
- “I regret the delay, your request is now processed.”
- “I regret the delay, thank you for your understanding.”
- “I regret the delay, please find the updated report attached.”
Best Use:
Formal business emails, high-stakes client correspondence
Worst Use:
Casual emails
Why It Works:
Signals seriousness and respect
Tone:
Formal, professional
21. My Sincere Apologies for the Wait
Meaning:
A heartfelt, professional acknowledgment of delay.
Detailed Explanation:
Adding “sincere” increases the emotional weight, making the apology feel genuine and thoughtful. Suitable when the wait was significant or the recipient is a valued client.
Scenario Examples:
- “My sincere apologies for the wait, your request has now been completed.”
- “My sincere apologies for the wait, thank you for your understanding.”
- “My sincere apologies for the wait, here’s the updated document.”
Best Use:
Formal client communication, high-value emails
Worst Use:
Minor internal delays
Why It Works:
Shows authenticity and care, enhancing credibility
Tone:
Sincere, professional
22. Apologies for Keeping You Waiting
Meaning:
A standard, universally recognized phrase.
Detailed Explanation:
Polite and formal, it clearly acknowledges the fact that the recipient waited. Works well in emails that require professional courtesy.
Scenario Examples:
- “Apologies for keeping you waiting, the report is ready.”
- “Apologies for keeping you waiting, I’ve attached the updated files.”
- “Apologies for keeping you waiting, thank you for your patience.”
Best Use:
Professional and client-facing emails
Worst Use:
Very casual internal messages
Why It Works:
Balances clarity, professionalism, and courtesy
Tone:
Polite, professional
23. I Apologize for the Delay in Getting Back to You
Meaning:
Emphasizes response time, suitable for emails and professional correspondence.
Detailed Explanation:
This phrase is specific to email or message delays, making it precise and professional. It demonstrates accountability while staying polite.
Scenario Examples:
- “I apologize for the delay in getting back to you, the requested details are attached.”
- “I apologize for the delay in getting back to you, thank you for your patience.”
- “I apologize for the delay in getting back to you, here’s the requested update.”
Best Use:
Client emails, professional follow-ups
Worst Use:
Casual conversations
Why It Works:
Shows professional accountability and precision
Tone:
Formal, respectful
24. Please Accept My Apologies for the Wait
Meaning:
Polite, formal, and highly courteous.
Detailed Explanation:
This phrase is more formal and elegant, emphasizing respect and humility. It’s suitable for senior-level clients or sensitive situations.
Scenario Examples:
- “Please accept my apologies for the wait, here is the completed document.”
- “Please accept my apologies for the wait, thank you for your patience.”
- “Please accept my apologies for the wait, I’ve now sent the files.”
Best Use:
High-stakes professional emails, executive correspondence
Worst Use:
Casual team emails
Why It Works:
Adds politeness and sophistication, enhancing credibility
Tone:
Formal, courteous
25. Apologies for the Slight Delay
Meaning:
Acknowledges a minor delay in a polite manner.
Detailed Explanation:
Useful when the wait was short but still worth acknowledging. Keeps the tone friendly yet professional.
Scenario Examples:
- “Apologies for the slight delay, here’s the update you requested.”
- “Apologies for the slight delay, thank you for waiting.”
- “Apologies for the slight delay, I’ve attached the files.”
Best Use:
Minor delays in internal or external communication
Worst Use:
Major delays
Why It Works:
Shows professional courtesy without over-apologizing
Tone:
Polite, considerate
26. I’m Grateful for Your Patience
Meaning:
Focuses on appreciation rather than apology.
Detailed Explanation:
This phrase is warm and personal, shifting the tone from negative (delay) to positive (gratitude). It’s ideal for building rapport.
Scenario Examples:
- “I’m grateful for your patience, the requested update is attached.”
- “I’m grateful for your patience, thank you for waiting.”
- “I’m grateful for your patience, the files are now ready.”
Best Use:
Client emails, supportive team messages
Worst Use:
Situations where a formal apology is required
Why It Works:
Combines gratitude with acknowledgment, strengthening relationships
Tone:
Warm, professional
27. Sorry for the Hold-Up
Meaning:
Casual, conversational, and friendly.
Detailed Explanation:
“Hold-up” is informal but still professional enough for friendly emails. It conveys the apology in a light and approachable way.
Scenario Examples:
- “Sorry for the hold-up, the report is attached.”
- “Sorry for the hold-up, thanks for your understanding.”
- “Sorry for the hold-up, here’s the completed file.”
Best Use:
Internal or casual professional emails
Worst Use:
Formal executive emails
Why It Works:
Keeps tone light and personable, while still acknowledging the delay
Tone:
Friendly, casual
28. Apologies for Any Delay Caused
Meaning:
Acknowledges the potential impact of the wait.
Detailed Explanation:
This phrase is formal and empathetic, focusing on the inconvenience caused. It’s ideal for emails where delays might have affected workflow or planning.
Scenario Examples:
- “Apologies for any delay caused, the requested files are ready.”
- “Apologies for any delay caused, thank you for your patience.”
- “Apologies for any delay caused, I’ve now completed the task.”
Best Use:
Client emails, customer service
Worst Use:
Casual, minor delays
Why It Works:
Shows empathy and professionalism, addressing impact
Tone:
Professional, empathetic
29. Thank You for Your Understanding
Meaning:
Focuses on recipient’s patience and tolerance rather than the apology itself.
Detailed Explanation:
This phrase is positive and appreciative, especially effective if the recipient has been accommodating. It subtly apologizes without dwelling on the delay.
Scenario Examples:
- “Thank you for your understanding, I’ve now sent the files.”
- “Thank you for your understanding, the report is attached.”
- “Thank you for your understanding, I appreciate your patience.”
Best Use:
Delays where recipient has been patient
Worst Use:
When no delay occurred
Why It Works:
Shifts focus to gratitude and acknowledgment
Tone:
Polite, appreciative
30. I Hope the Wait Was Not Too Inconvenient
Meaning:
Acknowledges the recipient’s experience while apologizing.
Detailed Explanation:
This phrase is thoughtful and empathetic, showing concern for how the wait affected the recipient. It’s professional and slightly more personal.
Scenario Examples:
- “I hope the wait was not too inconvenient, here’s the update.”
- “I hope the wait was not too inconvenient, thank you for your patience.”
- “I hope the wait was not too inconvenient, the requested files are attached.”
Best Use:
Professional emails, client-facing messages
Worst Use:
Short, casual internal messages
Why It Works:
Shows empathy and care, strengthening communication
Tone:
Considerate, professional
Conclusion
Using thoughtful alternatives to “Sorry to keep you waiting” allows you to communicate empathy, professionalism, and care in every email. The right phrasing can transform a routine apology into a message that builds trust, strengthens relationships, and shows respect for the recipient’s time.
Whether you choose a formal, casual, or gratitude-focused phrase, these 30 alternatives give you the flexibility to match your tone, context, and relationship while keeping your emails warm, professional, and reader-friendly.
