Sorry to keep you waiting in an email is a phrase many people rely on, but in today’s fast-paced professional world, choosing the right words can make a lasting impression. Whether you’re writing a client update, project report, or personal note, using warm, polished language helps foster connection and trust.
A common phrase like “Sorry to keep you waiting in an email” often does the job but it can come across as flat or routine. There are many better ways to say “sorry to keep you waiting” that reflect sincerity, maintain a professional tone, and show empathy.
In this post, we’ll explore 33 thoughtful alternatives to elevate your message with courteous delay acknowledgements and effective apology email wording that truly resonate.
What Does “Sorry to Keep You Waiting in an Email” Mean?
“Sorry to keep you waiting in an email” is a professional apology for delay, acknowledging a gap in response or action. It expresses regret for any inconvenience caused, aiming to maintain trust and rapport in communication. This phrase reflects courteous delay, acknowledgement and consideration for the recipient’s time.
When to Use “Sorry to Keep You Waiting in an Email”
Use this phrase when replying late to an email, delivering delayed information, or following up after an extended response time. It’s ideal for client communication, internal updates, or any setting requiring empathetic responses in professional communication.
Is It Professional/Polite to Say “Sorry to Keep You Waiting in an Email”?
Yes, it’s both professional and polite, especially when paired with a respectful tone in workplace emails. However, for added warmth and personalization, consider alternative expressions for an apology like “Thank you for your patience” or “I appreciate your understanding.”
1. I appreciate your time and patience
Meaning: Acknowledges the recipient’s understanding and willingness to wait.
Definition: A respectful phrase that values someone’s time and patience.
Tone: Warm and appreciative.
Example: I appreciate your time and patience as I worked through the backlog.
Explanation: This phrase shows gratitude while subtly admitting a delay, reinforcing professionalism.
Purpose and Personalization: Use it to maintain rapport and show respect; you can personalize it by referencing what specifically caused the delay.
2. Thank you for holding on
Meaning: Expresses gratitude for waiting, typically in a casual or brief delay context.
Definition: A polite way to acknowledge someone who waited momentarily.
Tone: Friendly and courteous.
Example: Thank you for holding on while I retrieved your file.
Explanation: Keeps communication light yet considerate, especially in customer service.
Purpose and Personalization: Best for brief pauses—adapt by adding context or task completed during the wait.
3. Thanks for staying with me through this
Meaning: Appreciates someone’s loyalty or patience during a prolonged situation.
Definition: A phrase expressing emotional or logistical gratitude.
Tone: Sincere and personal.
Example: Thanks for staying with me through this hectic project period.
Explanation: Adds a human touch that helps strengthen reader trust.
Purpose and Personalization: Great for long delays; personalize by acknowledging specific challenges.
4. I value your patience and support
Meaning: Combines appreciation for time and emotional encouragement.
Definition: A phrase recognizing both patience and ongoing support.
Tone: Respectful and affirming.
Example: I value your patience and support while we worked through the update.
Explanation: It conveys reliability and professional respect.
Purpose and Personalization: Ideal for professional updates—adjust to fit personal or formal tone.
5. I’m grateful for your understanding and time
Meaning: Shows heartfelt appreciation for both time and empathy.
Definition: A gracious way to thank someone for their tolerance and attention.
Tone: Grateful and courteous.
Example: I’m grateful for your understanding and time during this process.
Explanation: Expresses warmth and care in a professional setting.
Purpose and Personalization: Great for emails with delays—can be adjusted for tone by including reason for delay.
6. Thank you for your patience
Meaning: Shows appreciation for someone’s willingness to wait.
Definition: A simple acknowledgment of delayed action or response.
Tone: Polite and sincere.
Example: Thank you for your patience as I reviewed your request.
Explanation: It’s effective because it’s brief and universally appropriate.
Purpose and Personalization: Ideal for formal or casual use—add personalization by referencing the task delayed.
7. Apologies for the delay in my response
Meaning: Offers a direct apology for not replying sooner.
Definition: A formal phrase that acknowledges a slow reply.
Tone: Professional and apologetic.
Example: Apologies for the delay in my response; I was away from my desk.
Explanation: This maintains transparency while expressing regret.
Purpose and Personalization: Use in professional emails—adjust the formality based on your audience.
8. I appreciate your understanding
Meaning: Expresses gratitude for someone’s empathy or tolerance.
Definition: A phrase to thank someone for being considerate about delays.
Tone: Thoughtful and grateful.
Example: I appreciate your understanding as I managed overlapping priorities.
Explanation: It keeps tone respectful without over-apologizing.
Purpose and Personalization: Suitable in most business emails—tailor it by briefly naming the situation.
9. Thanks for waiting
Meaning: A short and direct thank-you for someone’s time.
Definition: An informal phrase for acknowledging wait time.
Tone: Friendly and appreciative.
Example: Thanks for waiting while I updated the records.
Explanation: Great for maintaining a light, polite tone.
Purpose and Personalization: Best in casual contexts—enhance it by noting what caused the wait.
10. I’m sorry for the delay in getting back to you
Meaning: Acknowledges a longer-than-expected response time.
Definition: An apologetic phrase for professional email delays.
Tone: Honest and respectful.
Example: I’m sorry for the delay in getting back to you; your message deserved a detailed reply.
Explanation: Shows you care about quality and responsiveness.
Purpose and Personalization: Excellent for formal emails—personalize with a reason or solution.
11. Thank you for your patience and understanding
Meaning: Combines appreciation for both time and empathy.
Definition: A warm, dual-purpose phrase that shows gratitude.
Tone: Appreciative and sincere.
Example: Thank you for your patience and understanding during the system update.
Explanation: This phrase builds trust and acknowledges inconvenience.
Purpose and Personalization: Use in broad communication—can be tailored with specifics.
12. I apologize for the delay in addressing your inquiry
Meaning: A formal apology for not responding to a question promptly.
Definition: A respectful acknowledgment of delayed service or communication.
Tone: Professional and responsible.
Example: I apologize for the delay in addressing your inquiry—we’ve now reviewed your file.
Explanation: It reassures the reader that their issue matters.
Purpose and Personalization: Ideal for client support—customize with timeline or steps taken.
Learn more Polite Ways to Say “Please Let Me Know What You Think”
13. Thank you for bearing with me
Meaning: Acknowledges someone’s patience through challenges or delays.
Definition: An informal but kind expression of gratitude.
Tone: Friendly and informal.
Example: Thank you for bearing with me while I organized the data.
Explanation: It’s relatable and adds a personal tone.
Purpose and Personalization: Best in casual emails—personalize based on shared experience.
14. I appreciate your continued patience
Meaning: Recognizes ongoing understanding during a prolonged delay.
Definition: Thanks to someone for their consistent patience.
Tone: Appreciative and earnest.
Example: I appreciate your continued patience as we resolve the issue.
Explanation: This signals transparency and commitment.
Purpose and Personalization: Suitable for ongoing cases—mention current status for clarity.
15. Apologies for the delayed response, I’ve been catching up on emails
Meaning: Offers a candid reason for being late.
Definition: A light, explanatory phrase for email delays.
Tone: Honest and conversational.
Example: Apologies for the delayed response, I’ve been catching up on emails this week.
Explanation: It adds authenticity and shows effort.
Purpose and Personalization: Ideal for casual-professional tone—can adjust based on workload.
16. I’m sorry for the late reply
Meaning: Directly acknowledges a tardy email response.
Definition: A concise apology for not responding sooner.
Tone: Simple and genuine.
Example: I’m sorry for the late reply—thank you for your patience.
Explanation: It’s brief yet respectful.
Purpose and Personalization: Works in all email types—enhance with reason or appreciation.
17. Thanks for your patience as I gathered the information
Meaning: Thanks someone for waiting during a fact-finding delay.
Definition: A phrase showing appreciation for time given while preparing a response.
Tone: Appreciative and informative.
Example: Thanks for your patience as I gathered the necessary data.
Explanation: It clarifies the reason for delay.
Purpose and Personalization: Ideal for support emails—mention what was done during wait.
18. I apologize for taking longer than expected
Meaning: Admits a delay in delivering on a promise or response.
Definition: A respectful acknowledgment of extended timelines.
Tone: Sincere and responsible.
Example: I apologize for taking longer than expected to finalize the report.
Explanation: Shows accountability and attention to detail.
Purpose and Personalization: Use in formal settings—include what’s next or solution provided.
19. I appreciate your patience during this busy time
Meaning: Acknowledges someone’s understanding amid high workload.
Definition: A kind way to thank someone while hinting at schedule pressure.
Tone: Grateful and empathetic.
Example: I appreciate your patience during this busy time for our team.
Explanation: Adds human context to a delay.
Purpose and Personalization: Best when workload is relevant—personalize with mention of team efforts.
20. Thank you for your patience while I finalized the details
Meaning: Expresses thanks for waiting as you completed tasks.
Definition: A warm acknowledgment of someone’s understanding during preparation.
Tone: Appreciative and polite.
Example: Thank you for your patience while I finalized the meeting agenda.
Explanation: Offers a valid reason behind the delay.
Purpose and Personalization: Ideal in project or task updates—can include task name.
21. Thanks for your understanding regarding the delay
Meaning: Expresses gratitude for someone’s acceptance of the delay.
Definition: A phrase that acknowledges and appreciates patience with a late response.
Tone: Professional and considerate.
Example: Thanks for your understanding regarding the delay in sending the final draft.
Explanation: Reinforces mutual respect in communication.
Purpose and Personalization: Useful in formal emails—customize by briefly noting what caused the delay.
22. Sorry for the delay in processing your request
Meaning: Apologizes for a late action, especially regarding a task or support case.
Definition: A formal apology for slow processing of someone’s needs.
Tone: Apologetic and sincere.
Example: Sorry for the delay in processing your request—we’ve now completed the update.
Explanation: It assures the reader their issue is now resolved.
Purpose and Personalization: Best for customer service—mention next steps or results.
Dive deeper Other Ways to Say “Thank You for Your Understanding”
23. I apologize for the wait, I’ve been tied up with other tasks
Meaning: A candid explanation for being unavailable.
Definition: A personal yet professional admission of being occupied.
Tone: Honest and polite.
Example: I apologize for the wait, I’ve been tied up with other tasks this week.
Explanation: Helps humanize delays while keeping tone respectful.
Purpose and Personalization: Use in less formal settings—adjust depending on your relationship with the reader.
24. Thank you for waiting while I responded to other inquiries
Meaning: Acknowledges someone’s patience amid other priorities.
Definition: A phrase showing appreciation for someone’s time during your workload.
Tone: Appreciative and respectful.
Example: Thank you for waiting while I responded to other inquiries in my queue.
Explanation: It shows transparency without over-apologizing.
Purpose and Personalization: Good for multitasking scenarios—mention your availability going forward.
25. I sincerely apologize for the delay
Meaning: A heartfelt expression of regret for taking too long.
Definition: A formal, earnest apology for lateness.
Tone: Sincere and apologetic.
Example: I sincerely apologize for the delay in submitting the proposal.
Explanation: Adds weight to the apology, enhancing trust.
Purpose and Personalization: Suitable for high-stakes or client-facing communication—can be adapted with reason and reassurance.
26. I regret the delay and appreciate your understanding
Meaning: Combines an apology and gratitude in one statement.
Definition: A phrase expressing remorse and appreciation at once.
Tone: Formal and respectful.
Example: I regret the delay and appreciate your understanding as we finalized the edits.
Explanation: Keeps the tone balanced and professional.
Purpose and Personalization: Ideal for external communications—customize with situation-specific details.
27. I apologize for any inconvenience caused by the delay
Meaning: A formal apology that acknowledges potential impact.
Definition: A phrase that takes responsibility for delay-related disruptions.
Tone: Professional and empathetic.
Example: I apologize for any inconvenience caused by the delay in reviewing your application.
Explanation: Signals care for the recipient’s experience.
Purpose and Personalization: Use in customer support or service—can add assurance or next steps.
28. Thanks for your patience while I resolved the issue
Meaning: Expresses appreciation for waiting as you worked on a problem.
Definition: A gratitude-filled phrase showing commitment to a resolution.
Tone: Grateful and proactive.
Example: Thanks for your patience while I resolved the login error.
Explanation: It shows follow-through and keeps communication positive.
Purpose and Personalization: Best for tech or service emails—mention the fix completed.
29. Apologies for the extended wait
Meaning: Acknowledges a particularly long delay.
Definition: A short and formal phrase for apologizing after a lengthy pause.
Tone: Formal and apologetic.
Example: Apologies for the extended wait—we’re now ready to move forward.
Explanation: Keeps tone respectful without too many words.
Purpose and Personalization: Ideal when resuming stalled conversations—follow with an update.
30. Thanks for waiting while I handled another priority
Meaning: A polite nod to someone’s patience during multitasking.
Definition: Expresses gratitude for understanding competing demands.
Tone: Respectful and honest.
Example: Thanks for waiting while I handled another priority for a key client.
Explanation: Communicates professionalism and time management.
Purpose and Personalization: Use when juggling tasks—add specifics if appropriate.
31. I’m grateful for your patience during this time
Meaning: A heartfelt thank-you for ongoing patience.
Definition: A more emotional version of acknowledging someone’s wait.
Tone: Warm and appreciative.
Example: I’m grateful for your patience during this transition period.
Explanation: Reinforces trust and humanizes the interaction.
Purpose and Personalization: Good for periods of change—personalize with context or empathy.
32. Thank you for your patience as I worked on your request
Meaning: Appreciates patience specifically linked to a task.
Definition: A task-oriented phrase of thanks for waiting.
Tone: Courteous and clear.
Example: Thank you for your patience as I worked on your data update.
Explanation: It reassures the reader the task was a priority.
Purpose and Personalization: Use in detailed follow-ups—mention the outcome to complete the message.
33. Sorry for the delay in replying, I was out of the office
Meaning: Offers a valid reason for an unanswered email.
Definition: A polite excuse with context for not responding.
Tone: Honest and casual-professional.
Example: Sorry for the delay in replying, I was out of the office on leave.
Explanation: Helps the recipient understand the delay without a negative impression.
Purpose and Personalization: Great for OOO returns—include return date or next steps.
34. Thanks for your patience as I sorted this out
Meaning: Thanks someone for waiting while you solved an issue.
Definition: Expresses appreciation tied to task resolution.
Tone: Appreciative and helpful.
Example: Thanks for your patience as I sorted this out with our billing team.
Explanation: Shows responsibility and follow-through.
Purpose and Personalization: Ideal after problem-solving—mention who/what was involved.
35. I’m sorry it took longer than anticipated, thank you for waiting
Meaning: Combines apology and gratitude with realism.
Definition: A phrase that admits extended time and thanks the reader.
Tone: Honest and appreciative.
Example: I’m sorry it took longer than anticipated, thank you for waiting on the final figures.
Explanation: Balances professionalism with empathy.
Purpose and Personalization: Perfect for deadlines—personalize based on cause and completion.
Conclusion
Choosing the right words especially when offering a professional apology for delay can transform a simple message into a meaningful connection. By exploring these alternative expressions for waiting for an apology, you now have the tools to craft emails that are both warm and professional.
Whether you’re writing academic content, a blog post, or personal note, these phrases bring clarity and care to your tone. I encourage you to weave this guidance into your communication for greater impact. As someone passionate about thoughtful writing, I hope this post becomes your go-to resource for empathetic responses in professional communication.
Hi! I’m Amelia Ashford, the admin of Lexoqust.com. Here, we dive deep into the world of synonyms to help you express yourself better.From everyday words to advanced vocabulary, Lexoqust makes your writing richer and more refined.
