How to Say ‘I will be late’ at Work
When you know you will arrive after the expected time, the direct phrase “I will be late” is clear, but it can sound blunt or even careless in a professional setting. The best way to say it depends on how late you will be, who you are telling, and the reason for the delay. This guide gives you practical, ready-to-use phrases for telling your manager, team, or client that you are running behind schedule, whether in a quick chat message, a phone call, or a formal email.
Quick Answer: What to Say Instead of ‘I will be late’
Use these simple replacements depending on the situation:
- For a short delay (5–15 minutes): “I’m running a few minutes behind.”
- For a longer delay (30+ minutes): “I’m running late and will be there by [time].”
- For a meeting start: “Please start without me, I’ll join as soon as I can.”
- For a formal email: “I apologize for the delay. I will arrive at approximately [time].”
Formal vs. Casual Ways to Say ‘I will be late’
The tone you choose changes how professional you sound. Below is a comparison of common phrases for different contexts.
| Context | Formal / Professional | Casual / Everyday |
|---|---|---|
| Email to manager | “I regret to inform you that I will be delayed.” | “Hey, I’m going to be a bit late.” |
| Message to team | “I will be arriving later than expected.” | “Sorry, running late!” |
| Phone call to client | “I apologize for the inconvenience. I will be there shortly.” | “I’m stuck in traffic, be there soon.” |
| In-person quick update | “I’m afraid I’m running behind schedule.” | “Gonna be late, sorry.” |
Natural Examples for Different Situations
Here are real-life examples you can adapt. Notice how the level of detail and apology changes with formality.
In a Chat Message to a Colleague
- “Morning! I’m running about 10 minutes late. See you soon.”
- “Sorry, my train is delayed. I’ll be there by 9:30.”
- “Just a heads up, I’m stuck in traffic. Please start the meeting without me.”
In a Phone Call to Your Manager
- “Hi [Name], I wanted to let you know I’m running late due to an unexpected issue. I should be at the office by 10.”
- “I apologize for the late notice. I’m on my way but will be about 20 minutes behind schedule.”
In a Formal Email
- “Dear [Name], I am writing to let you know that I will be delayed this morning. I expect to arrive by 10:30 AM. I apologize for any inconvenience this may cause.”
- “Subject: Update on arrival time. I regret to inform you that I will be arriving later than planned due to a personal matter. I will keep you updated on my estimated time of arrival.”
Common Mistakes When Saying ‘I will be late’
Even advanced learners make these errors. Avoid them to sound more natural and professional.
Mistake 1: Not giving a new time
Incorrect: “I will be late.”
Why it’s a problem: The listener does not know when to expect you.
Better: “I will be about 15 minutes late.” or “I will be there by 9:45.”
Mistake 2: Over-apologizing
Incorrect: “I’m so, so sorry, I’m really really late, I feel terrible.”
Why it’s a problem: It sounds unprofessional and creates awkwardness.
Better: “I apologize for the delay. I will be there shortly.”
Mistake 3: Using ‘late’ for everything
Incorrect: “I will be late for the deadline.”
Why it’s a problem: ‘Late’ for a deadline sounds like you missed it. Use ‘behind schedule’ or ‘delayed.’
Better: “I am running behind schedule on the report. I will send it by end of day.”
Mistake 4: No explanation (when one is expected)
Incorrect: “I’m late.” (no reason given to a manager)
Why it’s a problem: It can seem disrespectful or secretive.
Better: “I’m running late because of a family emergency. I will update you when I know more.”
Better Alternatives for Specific Scenarios
Choose the phrase that matches your situation exactly.
When you are stuck in traffic
- “I’m caught in heavy traffic. I’ll be there as soon as I can.”
- “Traffic is worse than expected. I’m running about 20 minutes behind.”
When you have a personal emergency
- “I have a personal matter that needs my attention. I will be late today.”
- “Something unexpected came up. I will let you know my estimated arrival time shortly.”
When you are delayed for a meeting
- “Please go ahead and start the meeting. I will join in a few minutes.”
- “I’m running a bit late for our call. Can we push it back by 15 minutes?”
When you are late for a client appointment
- “I sincerely apologize for the delay. I am on my way and will be there within 10 minutes.”
- “Thank you for your patience. I am running late but will arrive by 2:15 PM.”
Mini Practice: Choose the Best Phrase
Test yourself. Read each situation and pick the most appropriate phrase from the options. Answers are below.
1. You are 5 minutes late for a team stand-up meeting. What do you say in the chat?
A) “I will be late.”
B) “Sorry, running 5 minutes behind. Start without me.”
C) “I apologize for the inconvenience. I will be delayed.”
2. You are emailing your boss about being late due to a doctor’s appointment that ran over.
A) “I’m late because of the doctor.”
B) “My appointment took longer than expected. I will be at my desk by 10:30.”
C) “I will be late today.”
3. You are on a phone call with a client and you are stuck in traffic.
A) “I’m stuck in traffic, sorry.”
B) “I apologize for the delay. I am currently in traffic and will be there in about 15 minutes.”
C) “I will be late.”
4. You need to tell your colleague you will be late for a lunch meeting.
A) “I’m running a bit behind. Can we meet at 12:30 instead?”
B) “I will be late for lunch.”
C) “I regret to inform you that I will be delayed for our lunch.”
Answers:
1. B (Short, clear, and gives a solution)
2. B (Explains the reason and gives a specific time)
3. B (Professional, apologetic, and gives an estimate)
4. A (Casual but polite, and suggests a new time)
Frequently Asked Questions
1. Is it rude to say ‘I will be late’ without an apology?
In most workplace cultures, it is better to include a brief apology, especially if the delay affects others. A simple “Sorry for the delay” or “I apologize” shows respect for other people’s time. Without an apology, the phrase can sound like a simple statement of fact, which may come across as indifferent.
2. Should I always give a reason for being late?
It depends on your relationship with the person and company culture. For a manager or client, a brief, honest reason (e.g., “traffic,” “appointment ran over”) is helpful. For a close colleague, a reason is often expected. However, you do not need to share personal details. A simple “Something came up” is acceptable.
3. What is the best way to say ‘I will be late’ in a formal email?
Use a clear subject line, a polite apology, and a specific new time. Example: Subject: Update on arrival time. Body: “Dear [Name], I am writing to let you know that I will be delayed this morning. I expect to arrive by 10:00 AM. I apologize for any inconvenience.”
4. Can I say ‘I am running late’ in a formal email?
Yes, “I am running late” is acceptable in most professional emails, especially if the tone is not extremely formal. For very formal situations (e.g., a client you have never met), use “I will be delayed” or “I am running behind schedule.”
Final Tip: Always Offer a Solution or New Time
The most professional way to say you will be late is to combine the announcement with a solution. Tell the person when you will arrive, suggest starting without you, or offer to reschedule. This shows you are considerate and in control of the situation. For more phrases like these, explore our Workplace Speaking Phrases section. If you have questions about this guide, visit our FAQ page or contact us.