Buzz
Being late to work is often due to circumstances beyond your control, like dealing with a sick child or getting stuck in traffic. Regardless of the reason for the delay, it's crucial to inform your supervisor promptly and communicate openly and honestly about the situation when you arrive. If you’re especially late or this isn't the first time, following up with a brief email offering a sincere explanation can be a good idea.
Steps
Writing a Formal Apology Email or Letter
If you're particularly late, consider sending an apology email or letter. If you're delayed for over an hour, following up with a written apology after your in-person explanation might be appropriate. A formal letter will not only express your genuine remorse but also help repair your relationship with your employer.
- Consider writing an apology letter if you've had previous tardiness issues or if your lateness caused significant problems for the company, such as losing a client or compromising safety.
Follow a formal structure when composing your letter. Begin by listing your full name, address, and email at the top of the letter. On the next line, include the date you're writing. Below that, provide your boss’s name and email address, along with the physical address of the company.
- If you're with a large corporation, make sure to use your local office's address instead of the company’s headquarters address.
Start your letter with a professional salutation. Begin with "Dear," followed by your boss’s appropriate title. Even if you usually have a casual relationship, use a formal title like "Mr.", "Mrs.", or "Miss". Avoid addressing your employer by their first name.
- A typical greeting might be, “Dear Miss Morgan” or “Dear Mr. Singh.”
- If you’re not comfortable using the word “Dear,” it’s fine to skip it and simply say “Miss Morgan,” followed by a comma.
- Be cautious not to sound overly familiar as it could come off as disrespectful.
Express your apology clearly in the body of the letter. Make it clear that you are writing to offer more than just a verbal apology. Briefly explain why you were late, even if you've already discussed it with your boss in person. Include the date and time to give context to the situation.
- Your apology could read, "I wish to express my sincere apologies for being two hours late on Friday, August 10th, 2018. A personal emergency required my immediate attention. I understand that my tardiness disrupted the workflow, and I deeply regret the inconvenience caused."
- Keep the body concise and to the point—just a few lines will do: a brief explanation and a reaffirmation of your regret.
Acknowledge the impact of your lateness. Written apologies can lack tone, so make sure to include a line that demonstrates you understand the consequences of being late. Show awareness of how it affected your employer, colleagues, or the company, especially if there were financial repercussions.
- An example might be, "I understand that by missing my 10 a.m. meeting, I not only lost a potential client but also harmed our reputation as a reliable consultant who values customer satisfaction.”
Conclude your letter by outlining how you’ll prevent future delays. Let your employer know how you plan to ensure punctuality moving forward. Explain the concrete steps you’ll take, like leaving earlier or planning appointments more carefully. This shows that you're committed to addressing the issue with practical solutions, rather than offering excuses.
- A good closing might be, "I've arranged for a neighbor to help with the dogs, ensuring that a situation like today doesn’t happen again"—a gesture that will be seen as a sign of your sincerity.
Express your appreciation before concluding your letter. Thank your boss for their patience and understanding, as well as for taking the time to read your message. Wrapping up on a polite and considerate note will help ease any remaining tension and establish a positive foundation for future communication.
- Your final sentence doesn’t need to be elaborate: "I truly appreciate your understanding throughout this situation, and I’m looking forward to proving my commitment to the company."
- If nothing else, you can offer a simple thank you, like, “Thank you for your patience and for understanding my plan to resolve this matter.”
Sign your name at the end of the letter. Leave space beneath your closing for your signature once you’ve printed the letter. If you're sending it by email, you can simply type your full name. Be sure to use the name you're most commonly known by at work.
- If you prefer, you can include a polite closing phrase like “Sincerely” or “Respectfully” before your signature.
- In a large organization, adding your job title below your name can help your recipient easily identify you.
Calling Ahead
Assess how delayed you’ll be. Take note of the obstacles causing your delay and estimate how much longer it will take for you to arrive. If it's only a minor delay, it may not be critical, but if you're running significantly late, it’s always best to notify someone.
- Estimate how long it will take to resolve your situation. For example, if you're stuck in traffic, use a navigation app to check live traffic updates and get an accurate idea of your expected arrival time.
- Letting your employer know when to expect you will allow them to adjust plans as needed and put their mind at ease.
Call your workplace if you're running more than 5 minutes late. Unless you're certain you'll still make it on time, it’s usually a good idea to call ahead and inform someone about your delay. Explain the situation and give an estimate of when you'll arrive.
- If you're unsure about how long your delay will be, it’s better to call anyway and keep your employer in the loop.
Consider the day’s events and call sooner if necessary. The importance of your tardiness depends on what’s happening that day. If you have a major sale at the store or an important meeting, for example, it’s crucial to contact your employer or client as soon as possible.
- If you call right away, someone else might be able to cover for you until you arrive.
Request to speak directly with your boss. When you get someone on the phone, ask to be connected with your manager, shift leader, or another key person in your boss's team. This ensures that the message reaches the right person.
- If you have important details to share, you can leave a message with your boss’s assistant or receptionist. These individuals often keep a record of the conversation.
- Avoid relying on a coworker to pass on the message, as they might forget or get distracted.
Apologizing in Person
Apologize to your boss as soon as you arrive. Make offering your apology the first thing you do when you walk in. Most likely, your boss will brush it off, and you can get straight to work. If not, they will have an opportunity to discuss it with you before you start your shift.
- It’s important to apologize in person, even if you’ve already called ahead to inform them about your lateness.
- Procrastinating on your apology, whether because you’re busy or don’t want to face your boss, can give the impression that you’re indifferent or irresponsible, which can harm your reputation as an employee.
Give a brief explanation for your tardiness. Once you have your boss’s attention, explain the circumstances behind your delay. Keep your apology clear, honest, and concise. The more you elaborate, the more it might sound like you’re trying to make excuses.
- There’s no need to over-explain. Simply say something like, "I’m sorry for being a few minutes late today. My child became ill just as I was about to leave."
- If the reason for your tardiness isn’t appropriate for the workplace, such as a personal phone call or health issues, it’s better to keep the explanation vague or omit it altogether.
Be genuine in your apology. When you apologize, make sure your words reflect true remorse. Your boss will quickly notice if you’re not being sincere. The best approach is to be honest and take full responsibility for your mistake.
- Avoid laughing, joking, or downplaying the situation. Making light of your tardiness could be seen as disrespectful.
Conclude the conversation with a "thank you." Whether your boss reprimands you or lets you off easily, always end by expressing your gratitude. After all, they’re the reason you still have a job. Showing appreciation might also soften them up if they’re upset about your lateness.
- You might say something like, “Thank you for understanding. I assure you it won’t happen again.”
- Although it’s difficult to swallow your pride, especially when you know you’re at fault, it’s the most diplomatic response when you’re late due to your own actions.
Being Honest and Reliable
Avoid fabricating stories or offering excuses. It might be tempting to invent a reason for being late, but resist the urge. The real reason behind your lateness matters less than showing that you’re committed to preventing it in the future. Besides, if your fabricated story is exposed, it will only make things worse.
- Even small details can backfire. For instance, a simple traffic report could expose your claim about a pileup on the interstate as false.
- It’s often more impressive to focus on the impact your tardiness had on others rather than trying to excuse yourself. Saying something like, “Thank you for adjusting your schedule at such short notice” is far more effective than claiming, “There was a major accident on the highway.”
Wait until after the meeting to apologize, if applicable. If there’s an important meeting in progress, it’s best to avoid apologizing immediately. Just walk in quietly and join the meeting. You can apologize once it’s over.
- Try to minimize any noise when entering to avoid drawing extra attention to yourself.
- Apologizing during a meeting would not only disrupt it but also embarrass you further by having to admit your tardiness in front of colleagues and superiors.
Make a concerted effort to avoid future tardiness. While everyone runs late occasionally, developing a pattern of lateness can harm your reputation as a reliable employee. No matter how many times you apologize or explain yourself, repeatedly showing up late implies you’re not truly sorry for the behavior.
- Consistent lateness could lead to warnings, penalties, or even termination.
- Consider setting your alarm earlier to give yourself extra time in the morning, or plan your commute more efficiently.
- Reader Poll: We surveyed 147 Mytour readers, and 50% of them agreed that the best strategy to save time in the morning is to prepare everything the night before. [Take Poll] You might want to give this a try!
Examples of Verbal and Email Apologies
Verbal Apologies for Being Late to Work
Email Apology for Being Late to Work-
Punctuality is crucial in every job, but some employers are more strict about it than others. If your company has a rigid policy on lateness, you should inform them, no matter how late you are.
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Notify your employer before someone else does. You don’t want them to hear about your tardiness from a third party.
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Offer to make amends if you think it’s necessary. For example, you could volunteer to stay late or take on extra tasks for a team project.
Potential Consequences
- Your employer might not mind an occasional delay, but some organizations have a strict no-tolerance policy for lateness. If you promise to improve, make sure you keep your word. Failing to do so could result in serious consequences, including the loss of your job.
