5 Email Templates To Replace 'Sorry for the Inconvenience' (2024)

Hey there! Come, explore the art of seamless automation with EngageBay. Elevate your marketing, sales, and support with perfect workflows. Start your journey to growth –sign up for a free account now.

How do you admit a mistake? A meaningless ‘I am sorry!’ is no good.

Whether you own a business or are an individual service provider, you may sometimes need to render a genuine apology, so it helps to learn how to do it right.

In this article, we’ll show you how.

Table of Contents

What Does The Phrase ‘Sorry For The Inconvenience’ Mean?

By saying ‘sorry for the inconvenience’, you express regret to a customer for the error and for the discomfort that your actions (or lack thereof) have caused.In customer support, it is common to use this phrase, but there are better ways of saying it.

Why You Shouldn’t Say ‘I’m Sorry For The Inconvenience’

Now, let’s look at some reasons why this phrase is best avoided.

It’s old

It has been in use forever. Accordingly, it is now a cliché. Most customers are aware of it and may even anticipate this response.

Since it lacks a sense of authenticity, you (and your customer service team) should avoid it.

Also, many issues are not just ‘a minor inconvenience’ and may have drastic consequences for your customers. So, addressing the customer concerns as an ‘inconvenience’ just won’t cut it.

It doesn’t sound like you mean it

Your customer had a negative experience. They want empathy, they want to be heard. Saying “sorry for the inconvenience” is like slapping a bandage on a water leakage and calling it a day.

We get it. Most people say it out of habit rather than neglect. But your customers deserve better. They deserve a chance to express their frustrations. They deserve to be assured that their problem is going to be fixed.

When you show that you are willing to listen and help the customer instead of brushing them off with an abrupt apology, you drastically improve customer perception of your business. (Read our checklist for apology emails)

It’s just not nice

Let us face it, saying something as boring as ‘sorry for the inconvenience’ can come across as a little heartless. Do you want your unhappy customers to feel like they are not being respected as well?

Using this phrase may be construed as poor service. As a customer service representative, you don’t want bad reviews on customer complaint boards and on social media, right?

Read also: How And When To Say ‘My Sincerest Apologies’

Tips To Avoid Using ‘Sorry For The Inconvenience’

First things first, you should avoid those exact words. Instead, start the message with a better alternative phrase, like:

  • I recognize how critical this is.
  • I understand how frustrating this is. This is how I would feel as well.

This infographic mentions four of the best tips to avoid using this overused phrase, along with an example for each.

5 Email Templates To Replace 'Sorry for the Inconvenience' (1)

Take initiative

Say something like this in your communications:

  • I’m here to express my regret for the trouble we caused you.
  • I’m writing to apologize for the delay in responding.
  • I see that you’re having issues.

Recognize your errors and take responsibility

Clients need to feel that the organization is ready to acknowledge their mistakes and own up to them. You need to offer an effective apology by recognizing customer feelings and showing that you are taking the necessary actions.

  • My error! Please accept this as my apology.
  • It is entirely our fault. I apologize for any hassle this created for you.
  • My bad! We are working to prevent it from happening again.
  • Offering empathy and owning up to your mistake can convert unhappy customers. A heartfelt apology goes a long way in improving customer satisfaction.

How to Write PS in Email: A Guide For Good Writing

Offer solutions

Remedies that can be deployed are the best way to pacify someone who’s upset with you or your business. Add something like this after your sincere apology:

  • So, here are the options I think fit: …
  • Let me provide you with an alternative.
  • Would you mind taking a look at our Plan B?

Be accessible

You have already admitted your mistake. Your patrons expect you to be open to queries. You can improve the customer experience by saying something like:

  • If you have any questions, please contact me at [email address]
  • If there is anything else I can do for you, kindly let me know. I’m available at all times.
  • Please feel free to schedule a call or conversation with me.

5 Email Templates To Replace ‘Sorry for the Inconvenience’

In this section, we have created hypothetical customer service situations and how best to express regret.

These templates can be combined with the above-mentioned expressions in your communication across different channels, such as live chat, email, SMS, and phone.

Poor customer service

Subject line: Addressing your experience with [Agent’s Name]— our apologies and resolution.

Greetings, [customer name]

I am writing to express my deepest regrets on behalf of [business name] for the poor interaction you have had with one of our customer support representatives.

I am aware that [agent’s name]’s approach to resolving the situation was [unhelpful/rude/unprofessional/etc.]. Your annoyance at not having been given the correct supervisorial instructions is understandable.

We appreciate you bringing this to our notice.

Your input is very important to us because we are constantly searching for ways to improve our service.

Please do not hesitate to get in touch with me directly if you require assistance in the future.

{Signature}

Late or lost deliveries

Subject line:Apologies for the delay in your order, [Customer Name].

Hi, [customer name]

I apologize for any issues you may have had with the package you ordered from us {add order details}.

Since our supplier ran out of stock, your order didn’t reach you on time. However, a new shipment is scheduled to go out soon.

Please let us know if you want to cancel your order. If you want to have a replacement package shipped to you as soon as it becomes available, you can click here instead.

Once more, we apologize for the inconvenience.

{Signature}

Don’t miss out on our guide – 15 Introduction Email Templates That Work Like A Charm

General apology email template

Subject line: My apologies for your recent order issue, [Name].

Greetings [Name],

My error!

Please accept my apologies for the inconvenience you experienced during your recent order.

But don’t worry, we are doing our best to resolve this issue at the earliest. Our customer support team is also working to ensure that this issue does not happen again. In the meantime, here’s an alternative option you can use till we resolve this issue.

If you have any further concerns, please do not hesitate to contact me.

{Signature}

Resolving an issue

Subject line: Expect our call: resolving your issue within the hour, [Name]

Hello, [name]!

I’m here to express my regret for the trouble we caused you. Let us help you resolve this issue as soon as possible. We’ll get back to you within an hour.

If you need any assistance, feel free to ask me anything.

{Signature}

Read also: 12 Email Invoice Templates to Customize and Click Send

Offering a discount/freebie

Subject line: We’re sorry—let us make it up to you, [customer name].

Dear [Customer],

We apologize for the inconvenience you experienced when trying to [use our product].

It’s never our intention to cause frustration or disappointment, and we take full responsibility for this issue. To resolve this, we’d like to offer you a [discount/refund/credits] as a gesture of goodwill.

Additionally, we’ve taken steps to address the root cause of the issue and prevent it from happening again in the future.

If there’s anything else we can do to make your experience with us better, please don’t hesitate to let us know.

{Signature}

Read Also: When to say, “My Sincerest Apologies”

Bonus Content — Real-Life Examples of Email Apologies that don’t use “sorry for the inconvenience”

1. FilterEasy’s apology email for an accidental email

Take a look at this short and sweet email apology sent out by FilterEasy when they sent out an accidental email.

5 Email Templates To Replace 'Sorry for the Inconvenience' (3)

Here’s what they did right:

Acknowledged their mistake

They start off by admitting to the mistake right away, which is a smart move because it shows they’re not hiding anything. Their apology doesn’t beat around the bush — they own up to the mess and are clear about it.

Used humor to keep things light

The humor is a nice touch—it’s like they’re saying, ‘Hey, we’re human too!’ and that keeps things light.

Took responsibility and provided solutions

They make it clear that they are actively fixing the issue to prevent future errors. To top it off, they wrap up with a thank you to their customers, keeping the vibes positive and appreciative.”

2. Joules’ apology for a technical issue on their site

5 Email Templates To Replace 'Sorry for the Inconvenience' (4)

Apart from being straight to the point, Joules throws in a sweet 25% discount to smooth over any bumps caused by the hiccup. This makes up for the hassle and gives folks a good reason to dive back into shopping. Pretty clever, right?

Read also: Bored at Work? 6 Ways to Make Work Exciting Again

To sum up

Your ‘sorry for the inconvenience’ communication should have a single goal in mind: to win the client back. Give it your all if you want to succeed in this attempt.

As you can see, we didn’t invent the wheel when we created our scenarios; we simply used regular phrases stated unusually. Recall the fundamentals: address the consumer by name, be approachable, be precise, and come up with original ideas.

5 Email Templates To Replace 'Sorry for the Inconvenience' (2024)

FAQs

5 Email Templates To Replace 'Sorry for the Inconvenience'? ›

Please excuse…” Please excuse is an especially formal alternative to sorry for the inconvenience.

What is the alternative to sorry for the inconvenience? ›

Please excuse…” Please excuse is an especially formal alternative to sorry for the inconvenience.

How do you apologize for inconvenience professionally in an email? ›

Inconvenience Email Format

Dear [customer name], Thank you for making us aware of [the problem]. After looking into it further, we can see that the issue is entirely on our end and we are incredibly sorry. The problem was caused by [insert explanation here] and we are working to fix it now.

What is another way to say we apologize for the inconvenience? ›

"I/We apologize for any inconvenience caused." "Sorry for any trouble caused." "Please accept our/my sincere apologies." "I/We are very sorry for any annoyance this has caused."

What can I say instead of sorry in a professional email? ›

Instead of apologizing for things that are out of your control, use phrases like, “I appreciate your patience” and “Thank you for working with me,” to overcome any awkwardness and reinstate an air of confidence.

How do you say sorry for the inconvenience in an informal way? ›

Oops, our bad! We're working to fix things and make it up to you. This phrase is perfect if you're searching for a casual yet sincere apology with a commitment to rectify the situation. It is typically appropriate for minor issues and with a customer base that appreciates a more informal tone.

How do you apologize professionally? ›

Follow these steps to deliver an effective apology to someone you work with:
  1. Apologize soon after the incident. ...
  2. Decide how you'll apologize. ...
  3. Address your recipient by name. ...
  4. Apologize with sincerity. ...
  5. Validate how the other person feels. ...
  6. Admit to your responsibility. ...
  7. Explain how you plan to correct the mistake.
Apr 8, 2024

Should you say sorry for the inconvenience in an email? ›

You'll want to start your email off by acknowledging your company's failing and emphasizing with the customer. Instead of hitting them with a generic "we're sorry for the inconvenience," consider customizing your message to the situation, like "I am sorry to hear that you're facing {problem} with {product/service}.

How do you apologize effectively in an email? ›

How to write an apology email
  1. Open with a greeting. ...
  2. Acknowledge your mistake. ...
  3. Include details about what happened. ...
  4. Apologize for the occurrence. ...
  5. Discuss how you will avoid the problem in the future. ...
  6. Invite subscribers to ask questions. ...
  7. Add a closing statement. ...
  8. Sign the email.
Sep 24, 2023

How do you sincerely apologize for the inconvenience caused? ›

Mass sorry for the inconvenience message (after a downtime)

Dear [customer name], I'm here to update you on our service downtime on [date and time]. Service was fully restored on [time]. I realize this is disappointing, and take my apology for any inconvenience this has caused you.

Is it polite to say sorry for the inconvenience? ›

"Sorry for the inconvenience" lacks an authentic feel and comes across as insincere or formulaic. Repeating it might make customers feel like another transaction rather than valued individuals. And that's where a genuine apology steps in like a superhero, cape and all.

How do you use apologies for any inconvenience caused in a sentence? ›

We sincerely apologise for any inconvenience caused. This is more than a minor inconvenience. The closing of the shop caused great inconvenience. We have apologised for the inconvenience caused and are making sure that we put this right.

How to say sorry for the inconvenience without saying sorry? ›

  1. I Realize This Is Disappointing.
  2. I Understand Your Frustration.
  3. Please Accept My Sincere Apology.
  4. Please Let Me Know If There Is Anything I Can Do.
  5. I Apologize Unreservedly.
  6. Thank You for Your Patience.
  7. Let Me Help.
May 23, 2024

How to apologize professionally in an email without saying sorry for delay? ›

10 alternatives to sorry for the late response for when you feel you should apologize
  1. "Thank you for your patience while waiting for my response."
  2. "I appreciate your understanding as I catch up on my messages."
  3. " ...
  4. "I regret the delay in responding to your message."
  5. "Thank you for reaching out.
Mar 14, 2024

How to say sorry professionally without saying sorry? ›

Here are seven different things you can say instead of sorry in an email, including descriptions of situations in which these phrases may be appropriate and examples:
  1. I understand. ...
  2. Thank you. ...
  3. Unfortunately. ...
  4. I hope. ...
  5. I get what you mean. ...
  6. I plan to make this right. ...
  7. Can you give me some feedback? ...
  8. Give a heads up.
Sep 29, 2023

How do you not say sorry for the inconvenience? ›

An apology for causing an inconvenience is a very common, canned response that can come across as insincere and like you're dismissing the problem. As an alternative, say “I understand your frustration,” or, “This shouldn't have happened” to express empathy and take accountability for the issue.

What words can be used instead of "sorry"? ›

Formal “Sorry” Synonyms
  • I apologize. ...
  • I can't apologize enough. ...
  • Please accept my sincerest apologies. ...
  • I'm regretful. ...
  • Pardon me. ...
  • Please forgive me. ...
  • I am at fault and take full responsibility. ...
  • I beg your pardon.

What do you say instead of sorry for the delay? ›

What to say instead: Rather than highlighting the delay, show that you value the other person's time by recognizing their willingness to be patient and accommodating. “Thank you for your patience.” “Thank you for waiting. I appreciate your understanding and flexibility.”

References

Top Articles
Latest Posts
Recommended Articles
Article information

Author: Greg Kuvalis

Last Updated:

Views: 6066

Rating: 4.4 / 5 (75 voted)

Reviews: 90% of readers found this page helpful

Author information

Name: Greg Kuvalis

Birthday: 1996-12-20

Address: 53157 Trantow Inlet, Townemouth, FL 92564-0267

Phone: +68218650356656

Job: IT Representative

Hobby: Knitting, Amateur radio, Skiing, Running, Mountain biking, Slacklining, Electronics

Introduction: My name is Greg Kuvalis, I am a witty, spotless, beautiful, charming, delightful, thankful, beautiful person who loves writing and wants to share my knowledge and understanding with you.