Apology for Late Response Email

Communication through email has taken over the conventional method of sending letters and provides an instantaneous means of passing messages and sharing information. Given its efficiency, it’s no surprise that email is the preferred mode for official communication, especially in offices and businesses.

However, because it is quick and efficient, people expect prompt responses, which can, if delayed, create a poor impression and hurt your businesses’ reputation. If in case a response from your end is delayed for any reason, you should apologize for it.

Here we will show you how to write an apology for a late response email and will also provide a sample and a template for you to follow.

Tips for Writing an Apology for Late Response Email

  • Maintain a cordial tone throughout
  • Start with the main topic, not the apology
  • Apologize in the 2nd line or paragraph for the delay
  • Clarify why your response got delayed
  • Invite any queries or concerns before signing off


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    Sample Apology for Late Response Email

    To: DavidSullivan@hotmail.com
    Subject:  Call for Interview

    Dear Mr. David Sullivan,

    I am writing this email in reference to the Job Application you submitted for the position of Marketing Manager at our company, Sun Enterprises.

    I would like to apologize for the late response to your application. You submitted the documents on April 15, 2013, and it has been more than two weeks since then, despite the fact that we promised to get back to you in a week’s time.

    I sincerely apologize for the delayed response and any inconvenience it may have caused you. The main reason for the delay was that our local office was being shifted to another location during this time period and we were not able to reach out to candidates.

    However, we are not taking it as an excuse and we would once again like to apologize for our delayed response. I would like to state that the email has a letter attached to it which is basically the call for your first interview. It also has the list of documents you need to bring with you on the day of the interview.

    We would like to thank you for your cooperation and patience.

    Best regards,

    Daniel Craig
    Director Human Resource
    Sun Enterprises

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    Template of Apology for Late Response Email

    To: [Email Address of Recipient]
    Subject:  [Subject of the Email]

    Respected/Dear Mr./Ms. [Recipients Name],

    I am writing in regards to your email on the (Date of original email) related to the (Subject of the email). Firstly, I would like to apologize for the delay in our response. It has been (Number of days/weeks) since your email and our policy is to reply within (Number of days to reply within).

    However, the delay was a result of (Reason for delay), and was unfortunately not in our control.

    In regards to your original email, we would like to (Your actual response to the email).

    Kindly let us know if you have any concerns or questions.

    Best regards,

    [Your Name]
    [Your Designation]
    [Name of Organization]

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