When someone apologizes for the delay, it can feel awkward to know whether to brush it off, accept it, or gently hold them accountable. A short, clear reply that acknowledges their apology and moves the conversation forward usually keeps things constructive and preserves the relationship.

Why This Moment Matters

How you respond communicates whether the delay was forgiven, understood, or still a problem — and that shapes future interactions. A kind but clear reply can reduce stress for both people and prevent the same issue from repeating. In work or personal relationships, your reaction also signals expectations about timeliness and respect for each other’s time.

Short, Simple Things You Can Say

• ‘Thanks for the update — no problem.’
• ‘I appreciate you letting me know.’
• ‘All good. Do you have an ETA?’
• ‘No worries. Just checking in about next steps.’
• ‘Thanks — whenever you can get to it.’
• ‘I understand. Let me know if I can help.’

Longer Messages With More Warmth

• ‘Thanks for telling me — I know things get busy. When you have a moment, could you confirm whether we’re still on for Thursday?’
• ‘I appreciate the apology. The delay made scheduling a bit tight on my end, so if possible please try to give me a heads-up next time.’
• ‘No problem — I’m glad you reached out. If this will take longer than expected, a quick note is helpful so I can adjust my plans.’
• ‘Thank you for apologizing. I understand—are there any obstacles I can help with to move this along?’

What to Avoid Saying

• Don’t reply with a sarcastic or passive-aggressive comment like ‘Finally!’ — it escalates tension.
• Avoid minimizing if the delay had real consequences (e.g., ‘It’s fine’) when you actually had trouble because of it.
• Don’t demand an immediate apology followed by punishment; that often shuts down honest communication.
• Avoid bringing up unrelated past delays in the heat of the moment — address patterns later and privately.
• Don’t ghost the apology; silence can make the person wonder if you’re still upset.

Helpful Tips for Handling the Moment

• Match your tone to the context: keep it casual for small delays and more specific for deadlines or work commitments.
• Acknowledge the apology briefly, then focus on next steps or solutions to move forward.
• If the delay caused a problem, state the impact calmly and propose a clear alternative timeline.
• For repeated delays, have a private conversation later to set expectations rather than repeatedly calling someone out in public messages.
• Use the medium that fits the relationship: a quick text for minor things, a call or email for important deadlines.

A Note About This Particular Situation

Not every delay carries the same weight: a late text is different from a missed deadline or a delayed delivery that affects plans. Consider who the person is (colleague, friend, vendor) and the consequences you experienced before choosing your words. If this becomes a pattern, shift from polite acceptance to setting clear boundaries so both sides know what to expect.

Let us know in the comments if this has helped or if you’ve got suggestions we can include

About the Author

Helen Bach is a relationship expert and writer who helps people find the right words when it matters most. She studied English and English Literature at the University of Michigan, where she developed a passion for how language shapes love, conflict, and connection.

At whattosaywhen.net, Helen writes clear, down-to-earth advice on what to say in real-life situations—from first dates and tough conversations to breakups and makeups. Her goal is simple: to make talking about feelings less awkward and a lot more honest.