A late document calls for a clear, respectful message to its recipient.
The idea
Address the recipient with 様, state what happened, and apologize with 申し訳ありません. Follow with a brief account of the cause, a concrete remedy and a future prevention step. お詫び申し上げます is a formal closing apology.
Examples
- 田中様、Dear Ms Tanaka,
- 資料の送付が遅くなり、申し訳ありません。I am sorry that I sent the document late.
- ご迷惑をおかけして、大変申し訳ありません。I am very sorry for the inconvenience.
- 締め切りの確認が十分ではありませんでした。I did not check the deadline carefully enough.
- 修正した資料を本日お送りします。I will send the corrected document today.
- 今後は締め切りを事前に確認します。From now on, I will check deadlines in advance.
- 改めて、心よりお詫び申し上げます。Once again, I sincerely apologize.
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Watch out
Do not turn the explanation into an excuse or promise an action you cannot take. ご迷惑をおかけして acknowledges inconvenience caused to the recipient; keep the polite register throughout.
Try it yourself
資料の送付が遅くなり、＿。（申し訳ありません／ありがとうございます）
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申し訳ありません
申し訳ありません is the apology; ありがとうございます expresses thanks instead.
ご迷惑を＿、申し訳ありません。（おかけして／いただいて）
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おかけして
おかけして connects the inconvenience you caused to the apology.
今後は締め切りを事前に＿。（確認します／確認しました）
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確認します
確認します describes a future practice; 確認しました reports a completed check.
Practice round
Answer questions, then rebuild Japanese sentences where available. We keep your score.
資料の送付が遅くなり、＿。（申し訳ありません／ありがとうございます）
ご迷惑を＿、申し訳ありません。（おかけして／いただいて）
今後は締め切りを事前に＿。（確認します／確認しました）
Tap the words in the right order.
Tap the words in the right order.
Tap the words in the right order.
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Write to a colleague about a document you sent late. Apologize, briefly explain the cause, say when you will correct it and describe one preventive step.