In professional communication, small phrases carry big weight.
“Sorry to bother you” is polite—but overusing it can make you sound hesitant, apologetic, or less confident than you actually are. In modern workplaces, clarity and respect matter more than unnecessary apologies.
The good news?
There are better, more professional ways to acknowledge someone’s time without sounding intrusive or unsure.
This guide walks you through 20 refined alternatives, explaining when to use them, how they work, and why they sound more confident, all with real-world examples you can copy instantly.
When Should You Use These Alternatives?
The right phrase depends on tone, relationship, and urgency. Here’s how to choose wisely.
Formal Usage
Use highly polished phrases when communicating with:
- Clients
- Senior leadership
- External stakeholders
- Academic or official contacts
Semi-Formal Usage
Ideal for:
- Colleagues
- Cross-team communication
- Managers you interact with regularly
- Professional follow-ups
Casual-Professional Usage
Best for:
- Friendly coworkers
- Internal messages
- Slack, Teams, or chat-based tools
Situational Examples
- Client email: Asking for clarification on a contract
- Manager follow-up: Requesting feedback on a report
- Team message: Quick question during working hours
- External partner: Gentle reminder or update
20+ Professional Ways to Say “Sorry to Bother You”
Each option below includes meaning, examples, and a short explanation of why it works.
1. “I hope this is a good time to reach out.”
Meaning: Politely acknowledges the recipient’s time without apologizing.
Examples:
• I hope this is a good time to reach out regarding the proposal.
• I hope this is a good time to reach out with a quick update.
• I hope this is a good time to reach out and clarify one detail.
• I hope this is a good time to reach out about next steps.
• I hope this is a good time to reach out before the deadline.
Why it works: Respectful and confident, not self-diminishing.
2. “I appreciate you taking a moment to review this.”
Meaning: Shows gratitude instead of interruption.
Examples:
• I appreciate you taking a moment to review this document.
• I appreciate you taking a moment to review my request.
• I appreciate you taking a moment to review the update below.
• I appreciate you taking a moment to review these changes.
• I appreciate you taking a moment to review my question.
Why it works: Gratitude feels professional and positive.
3. “Thank you for your time.”
Meaning: Simple, formal acknowledgment of effort.
Examples:
• Thank you for your time and consideration.
• Thank you for your time reviewing this request.
• Thank you for your time today.
• Thank you for your time and guidance.
• Thank you for your time discussing this matter.
Why it works: Universally professional and never awkward.
4. “When you have a moment…”
Meaning: Respects availability without pressure.
Examples:
• When you have a moment, could you review this?
• When you have a moment, I’d appreciate your input.
• When you have a moment, please let me know.
• When you have a moment, could we discuss this?
• When you have a moment, I have a quick question.
Why it works: Soft, flexible, and considerate.
5. “I wanted to quickly check in regarding…”
Meaning: Signals brevity and purpose.
Examples:
• I wanted to quickly check in regarding the timeline.
• I wanted to quickly check in regarding your feedback.
• I wanted to quickly check in regarding next steps.
• I wanted to quickly check in regarding our discussion.
• I wanted to quickly check in regarding the update.
Why it works: Shows awareness of time constraints.
6. “I hope you don’t mind me reaching out.”
Meaning: Polite without excessive apology.
Examples:
• I hope you don’t mind me reaching out with a question.
• I hope you don’t mind me reaching out about this update.
• I hope you don’t mind me reaching out for clarification.
• I hope you don’t mind me reaching out directly.
• I hope you don’t mind me reaching out at this stage.
Why it works: Gentle and respectful tone.
7. “May I ask for your guidance on…”
Meaning: Shows respect for expertise.
Examples:
• May I ask for your guidance on this matter?
• May I ask for your guidance on the next step?
• May I ask for your guidance on the report?
• May I ask for your guidance on how to proceed?
• May I ask for your guidance on this decision?
Why it works: Polite and flattering without sounding weak.
8. “I’d appreciate your insight on…”
Meaning: Professional request for input.
Examples:
• I’d appreciate your insight on this approach.
• I’d appreciate your insight on the proposal.
• I’d appreciate your insight on next steps.
• I’d appreciate your insight on the timeline.
• I’d appreciate your insight on this matter.
Why it works: Collaborative and confident.
9. “Just reaching out to follow up on…”
Meaning: Neutral and professional follow-up.
Examples:
• Just reaching out to follow up on my last email.
• Just reaching out to follow up on the discussion.
• Just reaching out to follow up on the request below.
• Just reaching out to follow up on your feedback.
• Just reaching out to follow up on next steps.
Why it works: Clear intent without apology.
10. “I wanted to bring this to your attention.”
Meaning: Useful for updates or concerns.
Examples:
• I wanted to bring this to your attention promptly.
• I wanted to bring this to your attention for review.
• I wanted to bring this to your attention today.
• I wanted to bring this to your attention before moving forward.
• I wanted to bring this to your attention for clarity.
Why it works: Direct and professional.
11. “At your convenience…”
Meaning: Gives full control to the recipient.
Examples:
• At your convenience, please review the attached file.
• At your convenience, I’d appreciate your response.
• At your convenience, let me know your thoughts.
• At your convenience, we can discuss further.
• At your convenience, I’m happy to follow up.
Why it works: Respectful and pressure-free.
12. “I hope you’re doing well.”
Meaning: Warm, neutral opener.
Examples:
• I hope you’re doing well and had a great week.
• I hope you’re doing well—quick question below.
• I hope you’re doing well and staying busy.
• I hope you’re doing well; I wanted to follow up.
• I hope you’re doing well and enjoying your day.
Why it works: Human and approachable.
13. “I wanted to ask a quick question.”
Meaning: Signals minimal interruption.
Examples:
• I wanted to ask a quick question regarding the file.
• I wanted to ask a quick question about timing.
• I wanted to ask a quick question before proceeding.
• I wanted to ask a quick question if you have time.
• I wanted to ask a quick question for clarity.
Why it works: Honest and efficient.
14. “I’d be grateful for your input.”
Meaning: Polite and appreciative.
Examples:
• I’d be grateful for your input on this draft.
• I’d be grateful for your input before finalizing.
• I’d be grateful for your input when available.
• I’d be grateful for your input on next steps.
• I’d be grateful for your input on the proposal.
Why it works: Professional gratitude without over-apology.
15. “Just a quick note to…”
Meaning: Casual-professional tone.
Examples:
• Just a quick note to follow up.
• Just a quick note to clarify.
• Just a quick note to update you.
• Just a quick note to confirm.
• Just a quick note to check in.
Why it works: Friendly and time-aware.
16. “I wanted to touch base regarding…”
Meaning: Common professional phrasing.
Examples:
• I wanted to touch base regarding our timeline.
• I wanted to touch base regarding next steps.
• I wanted to touch base regarding your feedback.
• I wanted to touch base regarding the update.
• I wanted to touch base regarding the meeting.
Why it works: Neutral and business-appropriate.
17. “I’m reaching out to request…”
Meaning: Direct and formal.
Examples:
• I’m reaching out to request clarification.
• I’m reaching out to request your approval.
• I’m reaching out to request guidance.
• I’m reaching out to request an update.
• I’m reaching out to request feedback.
Why it works: Clear and professional.
18. “I’d like to follow up on…”
Meaning: Polite reminder.
Examples:
• I’d like to follow up on the email below.
• I’d like to follow up on our discussion.
• I’d like to follow up on your response.
• I’d like to follow up on the request.
• I’d like to follow up on next steps.
Why it works: Firm without pressure.
19. “If you have availability…”
Meaning: Schedule-friendly phrasing.
Examples:
• If you have availability, I’d love to connect.
• If you have availability, please let me know.
• If you have availability, we can discuss further.
• If you have availability, I’d appreciate your thoughts.
• If you have availability, I’m happy to adjust.
Why it works: Shows flexibility and respect.
20. “I wanted to briefly reach out regarding…”
Meaning: Polished and time-aware.
Examples:
• I wanted to briefly reach out regarding the update.
• I wanted to briefly reach out regarding next steps.
• I wanted to briefly reach out regarding your feedback.
• I wanted to briefly reach out regarding the document.
• I wanted to briefly reach out regarding our timeline.
Why it works: Sounds efficient and professional.
Consideration: How to Choose the Right Phrase
Choosing the right alternative depends on a few key factors:
- Tone: Formal vs. conversational
- Audience: Client, manager, peer, or external contact
- Urgency: Immediate response vs. flexible timing
- Context: Request, follow-up, clarification, or update
- Medium: Email, chat, or message platform
Mini Examples
- Client: “I appreciate you taking a moment to review this.”
- Manager: “When you have a moment, I’d value your input.”
- Colleague: “Just a quick note to check in.”
Quick One-Line Templates
- I hope this is a good time to reach out.
- When you have a moment, I’d appreciate your thoughts.
- Thank you for your time and consideration.
- Just reaching out to follow up.
- I’d be grateful for your input.
- At your convenience, please review.
- I wanted to touch base regarding this.
- I’m reaching out to request clarification.
- I wanted to briefly reach out regarding next steps.
- If you have availability, I’d love to connect.
Common Mistakes to Avoid
- Over-apologizing in professional messages
- Sounding hesitant or unsure
- Using casual language in formal emails
- Writing vague requests without context
- Repeating the same phrase in every email
FAQ
1. Is “sorry to bother you” unprofessional?
Not unprofessional, but often unnecessary in business communication.
2. What’s the best formal alternative?
“I appreciate you taking a moment to review this.”
3. Can I use these in Slack or Teams?
Yes—especially semi-formal options like “Just a quick note.”
4. How do I sound polite without apologizing?
Use gratitude instead of apology.
5. Should I always mention time sensitivity?
Only when necessary—otherwise keep it flexible.
6. Are these phrases suitable for job emails?
Absolutely, especially for follow-ups and inquiries.
Conclusion
Professional communication doesn’t require constant apologies—it requires clarity, respect, and confidence.
By replacing “sorry to bother you” with stronger alternatives, you sound more capable, composed, and intentional.
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