In this article, we explain how to write an email to justify a delay, whether it is a delay in the morning or a delay in the deadlines for your work.
Why justify a delay?
There are several occasions in which you will have to justify a delay. This may be because you are late for work due to an unexpected event, or because you have returned work late. In any case, it is important to justify your delay with valid reasons and to apologize to your superior.
Rest assured, a delay cannot be grounds for dismissal if it is isolated or occasional! However, it is still important to justify it to demonstrate your good faith.
Some tips to justify a delay by email
When you justify a delay by Email, you must support your justification to make it believable, because you do not have the possibility of convincing by facial expressions.
First, it's important to begin by apologizing for being late. If the delay does not depend on you, your superior must understand it. If the delay comes from you, no need to self-flagellate, but apologize and specify that you will ensure that it does not happen again.
Then, whenever possible, support your justification with material evidence. If you are late for a medical appointment (a blood test, for example), you should be able to show a medical certificate. Likewise if you have submitted a work late because you did not receive the answer from your interlocutor earlier: attach a copy of the late answer to your email.
Email template to justify a delay
Here is a model to follow to justify a delay by email, if we take the example of a medical appointment that lasted longer than expected.
Subject: Delay due to medical appointment
Dear,
Please excuse my being late this morning.
I had made an appointment for a routine medical examination at 8 am, which took longer than expected. Please find attached the certificate of this examination.
I hope that my absence has not caused you any problems and I thank you for your understanding,
Sincerely,
[Electronic signature]
Here are ten additional models to adapt to your situation
Email 1: Delay due to a sick child
Hello [name of supervisor],
I hereby wish to apologize for my lateness of …..
Unfortunately, this delay is due to an exceptional situation beyond my control, since my young child has fallen seriously ill. I had to rush him to the doctor. I tried to do my best to catch up and I arrived… hours late.
Aware of the difficulties that this delay may have caused, I would like to offer you my sincere apologies. I will not hesitate to quickly catch up on current files if necessary to avoid any inconvenience.
Please accept, Madam/Sir, the expression of my best regards.
[Electronic signature]
Email 2: Delay of a train
Hello [name of supervisor],
I take the liberty of writing to you to apologize for my delay of … hours of …….
Indeed, that day, my train was canceled when I arrived at the station, without any prior announcement the day before or before leaving my home. The delay of the train was caused by luggage on the running tracks, preventing the trains from running for… hours.
I deeply apologize for this delay beyond my control. I will do what is necessary to make up for the hours lost in order to finalize the files in progress and avoid penalizing the whole team on this project.
I remain at your entire disposal, and please accept the expression of my highest consideration.
Sincerely,
[Electronic signature]
Email 3: Delay due to traffic jams
Hello [name of supervisor],
I hereby wish to apologize for my lateness to the meeting of …. which was to take place at….. hours.
That day, I was indeed stuck in traffic for… hours due to a serious accident on the traffic lanes. Several lanes were closed to allow emergency services to pass, which led to a major slowdown in traffic.
I am sincerely sorry for this unforeseen delay, I will stay a little longer in the office to catch up on lost time and take note of the topics discussed during the meeting.
I thank you in advance for your understanding, and ask you to believe in the expression of my best regards.
[Electronic signature]
Email 4: Delay due to snow
Hello [name of supervisor],
I come back to you concerning my delay on the date of…… of….. hours.
THE…/…/…. , it had been snowing all night. When I woke up, all the traffic lanes had become impassable due to the amount of snow and the lack of salting of the roads.
I tried to come to the office anyway by public transport, but no train was running either because all the roads were covered in snow. I had to wait until… hours before I got a train.
I sincerely apologize for this unforeseen event, I will do what is necessary to move forward on the delay in my work due to this incident.
Hoping that this incident has not penalized you too much, please accept the expression of my best regards.
[Electronic signature]
Email 5: Delay due to a bicycle accident
Hello [name of supervisor],
I wish by this message to explain me on the delay which I had this morning.
Indeed, I come every day by bike to work. Today, taking my usual route, a car cut me off and knocked me down dangerously. I had a twisted ankle and had to go to the emergency room for some treatment. Which explains why I had to be absent for a good part of the morning, but I came to work directly from the hospital.
Also, I offer my sincere apologies for this delay beyond my control and for the inconvenience caused. I will advance on the delay to avoid causing damage to the whole team.
Remaining at your disposal,
Sincerely,
[Electronic signature]
Email 6: 45 min delay due to fever
Hello [name of supervisor],
I would like to offer my sincere apologies for being ..... 45 minutes late.
I indeed had a fever on the night of ….. I took a medicine but in the morning when I woke up, I had a big migraine and still felt a little bad. I waited a few minutes longer than usual for the pain to pass before coming to work in good conditions.
This explains my 45 minute delay for which I sincerely apologize. I hope I haven't caused you any harm. I will allow myself to stay a little later tonight to catch up.
Thank you for your understanding and I remain at your disposal.
[Electronic signature]
Email 7: Delay due to car breakdown
Hello [name of supervisor],
Because of the breakdown of my car, I allow myself to write to you to warn you that I will be late for…. minutes/hours this morning.
Indeed, I had to drop it off in the garage urgently before coming to take public transport. I hope to arrive at the office at… hours maximum.
I sincerely apologize for the inconvenience and will do what is necessary to compensate for this delay. For your information, I intend to send you the file to be returned today at the latest at … hours.
Thank you for your understanding and I remain available by phone and email until I arrive at the office.
Sincerely,
[Electronic signature]
Email 8: Late due to a school meeting
Hello [name of supervisor],
I would like by this short message to apologize about my delay of…. hours of this morning.
Unfortunately, I had an urgent appointment at my child's school very early this morning. Which took a little longer than expected. The meeting, which was to take place from 7:30 to 8:15 a.m., finally ended at…. hours. I did my best to get to the office as quickly as possible.
Please accept my apologies for this incident. I will make arrangements to catch up on the backlog of the day's files, hoping not to have penalized the team.
Thank you for your understanding,
Sincerely,
[Electronic signature]
Email 9: Delay due to wake up call
Hello [name of supervisor],
I would like to apologize for my delay of… minutes/hours.
Indeed, that morning, I didn't hear my alarm clock ringing and I missed the train I usually take to get to work. The next train was half an hour later, which explains the long delay. I sincerely apologize for this incident which is happening for the first time in several years.
I intend to make sure that such a situation does not happen again in the future, and to catch up by staying a little later today at the office.
Hoping not to have bothered you too much with this incident, please accept the expression of my distinguished consideration.
[Electronic signature]
Email 10: Delay due to a strike
Hello [name of supervisor],
I am writing to apologize for being late to…. THE…..
Indeed, a national strike was organized that day during which public transport and motorists could not circulate under usual conditions. It was therefore impossible for me to get to work on time because I could neither use my car nor take public transport.
Also, I had to wait for the situation to return more or less to normal to take the next train that would go in the direction of….
Please accept my apologies for this incident beyond my control. I have already sent you my contribution to the project…. which was due today.
Remaining at your disposal to discuss it,
[Electronic signature]
