Apologising is important when we have done something wrong, but many of us say "sorry" far too often—even when it is not needed. Whether it is for asking a question, needing help, or simply taking up space in a conversation, over-apologising can undermine confidence and reinforce unnecessary guilt.
At MHM Wales, we support people in building self-assurance, setting healthy boundaries, and improving communication. A key part of this is recognising when an apology is appropriate and when it is simply a habit.
If you often find yourself saying "sorry" out of reflex, consider these 11 simple ways to communicate clearly without unnecessary apologies.
Instead of: "Sorry to bother you" → Try: "Thank you for your time"
Reaching out to someone is not a burden—it is a normal part of communication. Rather than apologising, acknowledge their time in a positive way: "I appreciate you taking the time to read this."
Instead of: "Sorry for the delay" → Try: "Thank you for your patience"
Not all replies can be immediate, and there is no need to apologise when this happens. A simple "Thank you for your patience while I got back to you" keeps the message professional and appreciative.
Instead of: "Sorry, I can’t help" → Try: "This is what I can do"
There will be times when it is not possible to help, but that does not mean an apology is necessary. Instead of saying "Sorry, I cannot do that," try "I am unable to do that, but I can offer this alternative."
Instead of: "Sorry to interrupt" → Try: "Before we move on..."
In conversations or meetings, sometimes it is necessary to step in. Instead of "Sorry to interrupt," consider saying "Before we continue, I would like to add something." This keeps the discussion professional while ensuring your input is heard.
Instead of: "Sorry to disagree" → Try: "I see things differently"
Disagreeing with someone does not require an apology. A simple "I have a different perspective on this" is more confident and constructive than saying "Sorry, but I disagree."
Instead of: "Sorry for the confusion" → Try: "Let me clarify"
If something has not been understood as intended, an apology is not always necessary. Rather than saying "Sorry for the confusion," simply reframe it with "Let me clarify that."
Instead of: "Sorry to be a pain" → Try: "I appreciate your help"
Asking for help does not mean being a nuisance. Instead of saying "Sorry to trouble you again," try "I really appreciate your support with this."
Instead of: "Sorry, can I ask a question?" → Try: "I would like to understand"
Seeking clarification is not something that needs an apology. Rather than saying "Sorry, but..." try "I would like to understand this better—could you explain?"
Instead of: "Sorry, I got that wrong" → Try: "Good spot, thank you!"
Mistakes are part of learning. Instead of saying "Sorry, I made a mistake," consider saying "That is a good spot—thank you for pointing it out."
Instead of: "Sorry, I do not understand" → Try: "Could you clarify?"
Not understanding something is not a fault. Rather than "Sorry, I don’t get it," try "Could you explain that in another way?"
Instead of: "Sorry, I cannot attend" → Try: "I won’t be able to make it"
Being unable to attend something does not require an apology. A straightforward "I will not be able to make it, but I hope it goes well" is polite without unnecessary guilt.
Speaking with Confidence
Over-apologising can make us feel as though we are constantly in the wrong, even when we are not. By making small changes to how we phrase things, it is possible to communicate more clearly, confidently, and without unnecessary apologies.
For anyone who finds themselves saying "sorry" out of habit, it may be helpful to take note of how often it happens and consider if one of these alternatives would work instead. Over time, it becomes easier to speak with greater certainty—without feeling the need to apologise.
For more tips on setting boundaries, building confidence, and improving communication, follow MHM Wales. There is nothing wrong with taking up space in a conversation.
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