How to explain a delay on your side
How to communicate a delay clearly without losing trust or making risky promises.
When you are late, a calm and clear message keeps the relationship stable.
Problems start when the email is full of excuses or absolute promises.
If you are unsure, you can check the message before sending and soften the wording.
What is the main issue
Delays are sensitive, especially when the recipient does not see a new plan.
Strong promises like “tomorrow for sure” increase the risk of a second failure.
Example of a risky wording
This text reads as a guarantee rather than a plan.
Risky phrasing examples
- We will 100% deliver tomorrow.
- This is the last delay, guaranteed.
- Please understand, we had internal problems.
Sorry for the delay — we will definitely send it tomorrow. We guarantee there will be no more issues.
Why it is risky
- Absolute promises without conditions.
- No clear plan or next step.
- Excuses without facts reduce trust.
We are delayed due to an additional quality check.
New timeline: by Thursday 6 PM with the current scope.
If this is critical, we can discuss priorities.
Why this can cause problems
Repeated broken promises quickly damage trust.
When there is no clear plan, the recipient assumes the situation is out of control.
Possible consequences
- Escalation and complaints.
- Requests for discounts or compensation.
- Loss of the project or client.
How to phrase it more safely
Keep it short: reason, new timing, next step.
If the message feels too harsh, check it before sending.
We are delayed by one day due to an additional review.
We can deliver by Thursday 6 PM.
If the timing is critical, we can discuss acceleration.
What to double-check before sending
Let them know early, not at the last minute.
Finish with a clear next step.
Check your message before sending.
Risky phrasing examples
- Give a reason without too much detail.
- State the new timing and what it depends on.
- Avoid promises you cannot keep.
Check your message before sending
SendSafe will highlight risks and suggest safer wording.