Buzz
We all get overwhelmed—or sometimes just lazy—and forget to respond to a call or email. This can lead to issues and even sabotage a valuable opportunity. Here's how to fix things when you drop the ball next time.
At Mytour, we deal with a lot of emails and phone calls. It's virtually impossible to complete all our tasks and reply to every message. I'm especially guilty of not responding to emails or calls. For whatever reason, my brain tends to put communication at the bottom of my priority list. Part of the issue is that I know I should reply, and like William S. Burroughs, I sometimes overthink my responses. I spend ages crafting a thoughtful email or prepping for a call to ensure I'm well-informed. In my mind, where people still wait weeks for a letter, I’m an eloquent communicator. In reality, though, I fall short, but there’s a silver lining: I have a lot of experience in delivering effective apologies.
Owning Up: Apologize the Right Way When You Slip Up
When you fail to return a call or email, it’s likely that you’ll encounter someone who’s angry or, at the very least, disappointed. While they probably won't sit by their phone or computer waiting for your reply (or for age to take them), they are counting on you, and you've let them down. You could offer excuses like 'it got lost in my junk folder' or 'I didn’t see the call,' but these excuses only go so far. Personally, I don’t often receive calls, and I have occasionally found an email in my junk folder, so I’m hesitant to use these excuses unless they’re true. First, when you make a mistake, you owe the other person the truth. Second, using these excuses too often makes you seem dishonest, whether they're accurate or not. They’re too widely recognized as the go-to out when a communication error happens. That’s why being honest and taking full responsibility is crucial.
Offering a sincere apology is crucial, but it's not always as straightforward as saying, 'I'm sorry it took me ten thousand, four hundred and sixty-two days to get back to you.' From the recipient's perspective, you may appear quite irresponsible. By acknowledging your mistake, you demonstrate that you're more accountable than they might have assumed. Here's an example:
First off, I deeply apologize for replying so late. When life gets hectic, I tend to become a little forgetful and sometimes lose track of things that should have been a priority. I’m sorry for keeping you waiting when you've been so kind and understanding.
This example achieves four main objectives: 1) it offers an apology for the delay, 2) it highlights that the apology is the key focus of the message, 3) it provides a brief explanation without over-explaining, and 4) it ends with a kind gesture. A response like this signals that you are accepting responsibility for the situation and that you genuinely care about the recipient and the communication. While the wording might change depending on the situation, this example provides the foundation of a sincere apology that can help mend the relationship after a long pause in correspondence.
Apologize in Advance When Possible
It’s best to reply within 24 hours whenever possible to avoid missing opportunities. For instance, a delayed response could cost you a job offer. While it would be great if we didn’t have such an emphasis on immediate responses, that's the reality we live in. If you feel overwhelmed by calls and emails, a quick response letting someone know you’re swamped and will reply in full later can help manage expectations. Setting those expectations buys you time. When all else fails, keep the apology handy to smooth things over.
Social GPS is a regular feature focused on helping you navigate the awkward and uncomfortable situations life throws at you. If there's a tricky social dilemma you'd like us to tackle, let us know!
