How to Apologise in English and Respond Naturally
Apologise in English with clear phrases for small mistakes, delays and misunderstandings. Learn how to offer a repair and respond to an apology.
A useful English apology names the problem, takes responsibility where appropriate and offers a practical next step. For a small mistake, “Sorry about that” may be enough. For a missed deadline or inconvenience, explain what happened briefly and say what you will do to help put it right.
Match the apology to the situation
Situation | Possible apology | Helpful addition |
|---|---|---|
You bump into someone | “Sorry!” | Move aside and give them space. |
You arrive late | “I'm sorry I'm late.” | Give a brief explanation if useful. |
You send the wrong file | “Sorry, I sent the wrong version.” | “I'll send the correct one now.” |
You interrupt | “Sorry to interrupt.” | Keep the interruption brief and relevant. |
A more formal message | “I apologise for the delay.” | State the next step clearly. |
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“Apologise” is the usual British spelling; “apologize” is common in American English. Both are standard. The phrase “I apologise for …” sounds more formal than a quick “Sorry about that”, but a formal word alone does not make an apology helpful.
Use for, about and that naturally
Say “Sorry for being late” or “Sorry about the delay”. After “for”, an -ing form works: “I'm sorry for forgetting your message.” You can also use a full clause: “I'm sorry that I forgot your message.” In everyday speech, “that” is often left out.
“Sorry to interrupt” and “Sorry to bother you” commonly introduce an interruption or request. They do not mean you must apologise for asking every ordinary question. If you need something, make the request clearly; polite request patterns can help.
Add a repair when you can
Compare “Sorry, the notes are wrong” with “I'm sorry, I used an old version of the notes. I'll correct the date and send you the new copy this afternoon.” The second apology makes the responsibility and next action clearer.
Offer something you can realistically do. If you do not know when a problem will be resolved, avoid inventing a promise. You could say “I'll check with the team and update you when I know more.”
Name the specific problem: “I forgot to attach the document.”
Apologise: “I'm sorry about that.”
Offer a repair: “Here is the attachment.”
Check if needed: “Can you open this version?”
Keep the explanation short
A reason can help the listener understand, but a long explanation may push the inconvenience into the background. “The train was delayed, and I'm sorry I kept you waiting” recognises the effect on the other person.
Be careful with “I'm sorry, but …” followed by blame. “I'm sorry I missed your call. I was in a meeting” is clearer than “I'm sorry, but you called at a bad time.” Describe what happened without making the apology depend on the other person's fault.
Your turn · self-review
Make the apology useful
Write your response, then compare it with the model.
Practice only. Your writing stays on this page; it is not submitted or saved.
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Model answer and explanation
“I'm sorry I forgot to send the notes yesterday. I'll send them now. Please let me know if anything is unclear.”
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Model answer and explanation
“Thanks for apologising. Could you let me know before changing it next time? I need to arrange my other work.” You can acknowledge the apology and still explain what you need.
Respond in a way that fits
For a minor mistake, “That's okay”, “No problem” or “Don't worry about it” can be natural. You can also say “Thanks for letting me know” when someone explains a delay.
You do not have to minimise a problem that matters. “Thank you for apologising. Let's agree on what happens next” acknowledges the apology while leaving room to discuss the effect. Choose words that reflect what you actually mean.
For expressing your view calmly, see giving an opinion politely.
Practise a complete exchange
Try this dialogue aloud: “Sorry, I picked up your notebook by mistake.” “That's okay. Could you bring it tomorrow?” “Of course. I'll put it in my bag now.” Then change the object and the situation.
Practise both the apology and the response, including the practical detail. You will have a small set of phrases ready for everyday mistakes, rather than relying on the same word repeated several times.
