“Sorry to bother you” is a polite phrase, but when it opens every email, chat message and desk visit, it starts to sound nervous, and it tells the other person your request is a burden before they’ve even read it. Choosing wording that fits the moment helps you sound confident and respectful of people’s time, which is what builds good working relationships. It also simply sounds more natural, because fluent speakers rarely use one fixed opener for every situation.
The short answer
The right replacement depends on why you are reaching out. These five cover most everyday situations:
- Interrupting someone in person: “Excuse me, do you have a moment?”
- Starting an email or work chat: “When you have a minute, could you…”
- Following up on an earlier message: “Just following up on my email from Tuesday.”
- Asking a favor: “I’d really appreciate your help with…”
- Messaging late or at short notice: “Apologies for the late message.”
The full list of 28 below is grouped by situation, with notes on tone and an example for each.
First, decide whether you need to apologize at all
Many messages that open with “sorry to bother you” don’t call for an apology. Asking a colleague a question that is part of their job, or replying to a thread you are already in, isn’t a disturbance. Ask yourself what you are really acknowledging:
- You are interrupting something (a person at their desk, a meeting, a phone call): a light acknowledgment fits. “Excuse me” or “Do you have a moment?” does the job.
- You are taking up someone’s time for your benefit (a favor, a review, an introduction): thanks usually lands better than an apology. Gratitude credits the other person; an apology puts the focus on you.
- You are following up: no apology is needed. Refer to your earlier message and restate the ask.
- The timing is awkward (late at night, a weekend, a tight deadline): this is where a short apology is genuinely appropriate.
- You are writing to a friend or family member: keep it casual, or skip the opener and just ask.
Once you know which of these you are in, the matching section below gives you the wording.
28 alternatives, grouped by situation
When you need someone’s attention right now
These work in person, on a call, or in a live chat, where you are breaking into what someone is doing.
1. Do you have a moment?
Neutral and polite. It asks permission instead of apologizing, which gives the other person an easy way to say “not right now.” “Hi Sara, do you have a moment? I have a question about the invoice.”
2. Got a minute?
The casual version of the one above. Good with teammates you talk to every day; a little too breezy for a senior person you rarely speak to. “Got a minute? The client just changed the deadline.”
3. Is now a good time?
Best on the phone or a video call, where you can’t see whether the person is busy. It shows you’ll call back if needed. “Hi, it’s Omar from accounts. Is now a good time?”
4. Excuse me…
The classic way to get a stranger’s or colleague’s attention in person. On its own it isn’t an apology, just a polite signal that you’re about to speak. “Excuse me, is this seat taken?”
5. Pardon the interruption
More formal. Use it when you step into a meeting, a conversation between others, or a busy office. “Pardon the interruption. Your 3 o’clock visitor has arrived.”
6. I hate to interrupt, but…
This tells the listener the reason is worth the interruption. Save it for things that really can’t wait, or it loses its force. “I hate to interrupt, but the server is down again.”
7. Can I grab you for a second?
Friendly workplace English, common in offices and on calls. “A second” signals the request is small, so make sure it is. “Can I grab you for a second after standup?”
When you’re starting an email or work message
In writing, the reader chooses when to reply, so you are not interrupting in the same way. These openers acknowledge their time without sounding sorry for existing.
8. When you have a moment, could you…
Polite, calm and clear. It sets a gentle pace and leads straight into the request. “When you have a moment, could you check the figures in row 12?”
9. Whenever you get a chance
Slightly more relaxed than number 8 and clearly not urgent. Don’t use it for anything with a deadline, because people will take it literally. “Whenever you get a chance, I’d love your thoughts on the draft.”
10. I know you have a lot on your plate
Warm and empathetic. It works well with busy managers or clients, as long as it’s followed by a short, specific ask. “I know you have a lot on your plate this week, so I’ll keep this to one question.”
11. I’ll keep this brief
Respects the reader’s time with a promise. Keep the promise: if the message runs five paragraphs, this line backfires. “I’ll keep this brief: can we move Thursday’s call to Friday?”
12. Quick question:
Standard in Slack, Teams and text. It’s direct and friendly, and the colon lets you get straight to the point. It only works if the question really is quick. “Quick question: is the client meeting in-person or online?”
13. I’m reaching out about…
A confident, neutral opener for emails to people outside your team or company. No apology, no filler, just the topic. “I’m reaching out about the volunteer roles for next month’s fair.”
14. I hope I’m not catching you at a bad time
Softer and a little old-fashioned, but still natural, especially on the phone or in a message to someone senior. It sits closest in spirit to “sorry to bother you.” “I hope I’m not catching you at a bad time. I just have one question about the lease.”
When you’re following up
Follow-ups are where people over-apologize the most. You don’t need to. A clear reference to your earlier message is polite enough.
15. Just following up on…
The most common neutral follow-up. Adding the date or subject helps the reader find the original quickly. “Just following up on my email from Tuesday about the shipping quote.”
16. Circling back on…
Very common in corporate English and fine in most offices. Some people find it jargony, so with clients you don’t know well, number 15 is the safer choice. “Circling back on the budget question from last week.”
17. Checking in on…
Gentle and friendly. It suits a status update more than a direct request. “Checking in on the design files. Is there anything you need from me?”
18. In case this got buried
Polite and slightly self-aware. It assumes the message was lost, not ignored, which keeps the tone friendly. “Resending in case this got buried in your inbox.”
19. Bumping this up
Casual and quick. Fine in chat threads with teammates; too informal for most external email. “Bumping this up, since the deadline is tomorrow.”
When you’re asking for a favor
Here, gratitude usually works better than apology. You are recognizing what the other person is giving you.
20. I’d really appreciate your help with…
Warm and respectful. It frames the request as something you value, not something you regret asking. “I’d really appreciate your help with the grant application.”
21. Would you be able to…
Polite and indirect. It leaves room for a “no,” which makes it a good fit for requests that go beyond someone’s job. “Would you be able to introduce me to your contact at the library?”
22. Thank you for taking the time
Works at the end of a message or in place of a closing apology. It acknowledges effort without making you sound small. “Thank you for taking the time to read this.”
23. I appreciate you fitting this in
Good when you know the person is very busy and is making an exception for you. “I appreciate you fitting this in before your trip.”
When the timing really is awkward
These are the cases where a short apology fits. Name the specific problem (the hour, the short notice) rather than apologizing for contacting someone at all.
24. Apologies for the late message
For messages sent at night, on weekends or on holidays. “Apologies” is a little more formal than “sorry.” “Apologies for the late message. The venue just confirmed the new time.”
25. Sorry for the short notice
When you need something sooner than is fair. It’s honest and shows you know the request is tight. “Sorry for the short notice, but could you cover my shift on Friday?”
26. I wouldn’t ask if it weren’t urgent
Firm and serious. Use it rarely, and only when it’s true; overuse makes people stop believing it. “I wouldn’t ask if it weren’t urgent. The payment portal closes at noon.”
27. No need to reply until tomorrow
Not an apology, but it removes the pressure a late message can create. Kind and considerate. “Sharing the slides now so I don’t forget. No need to reply until tomorrow.”
With friends and family
28. Can I pick your brain about something?
Casual and friendly. It asks for someone’s ideas or knowledge, and it quietly compliments them. It also works with friendly coworkers. “Can I pick your brain about something? I’m thinking of changing jobs.”
With people you’re close to, you can also skip the opener entirely. “Hey, are you free Saturday?” is warmer than any apology.
Before and after: three real-world rewrites
Swapping one phrase helps, but the bigger change usually comes from cutting the extra apologies around it.
A work email to a manager
Before:
Hi Priya, sorry to bother you again, I know you’re really busy. Sorry if this is a silly question, but I was wondering if maybe you had time to look at the proposal?
After:
Hi Priya, I know you have a lot on your plate this week. Could you look over the proposal by Thursday? Section 3 is the part I’d most like your view on.
The second version apologizes zero times, gives a date, and tells Priya exactly where to spend her time. That is more respectful of her schedule, not less.
A follow-up to a client
Before:
Sorry to bother you, just wanted to check if you saw my last email?
After:
Just following up on my email from 12 May about the delivery dates. If Friday no longer works, I can suggest another day.
The rewrite reminds the client what the email was about and makes replying easy.
A message to a coworker in Slack
Before:
Hey, sorry to bother you!! Do you know where the brand templates are?
After:
Quick question: do you know where the brand templates are saved?
Short, friendly and easy to answer in one line.
A quick grammar note: “to bother” vs. “for bothering”
If you do keep the original phrase, the verb form changes with timing:
- “Sorry to bother you” is said at the start, as you interrupt. “Sorry to bother you, but is this the right office for permits?”
- “Sorry for bothering you” looks back at something already happening or done. “Sorry for bothering you so many times today.”
- “Sorry to have bothered you” is a polite closing after the interruption is over. “Thanks for your help, and sorry to have bothered you.”
In everyday speech these overlap, and you will hear “sorry to bother you” at the end of conversations too. The pattern above is a helpful guide, not a strict rule.
A related phrase, “sorry to disturb you,” sounds a little more formal and is common when you physically interrupt someone: knocking on a door, calling someone at home, or approaching a person who is working or resting.
Common mistakes to avoid
- Stacking apologies. “Sorry to bother you, so sorry, sorry if this is a dumb question” reads as anxious. One acknowledgment is enough, and often none is needed.
- Apologizing for doing your job. Asking a colleague for information they’re responsible for isn’t a favor. A plain, polite question is more professional.
- Promising “quick” when it isn’t. “Quick question” followed by a long, complex request makes people wary of your next “quick question.”
- Follow-ups with no content. “Just checking in!” on its own forces the reader to search for what you mean. Always name the topic and restate the ask.
- Accidentally sounding passive-aggressive. “As per my last email” or “Bumping this again” on the third follow-up can read as irritation. If something is really stalled, a phone call or a direct question (“Is this still a priority on your side?”) works better.
- Using “whenever” for urgent requests. “Whenever you get a chance” tells the reader there’s no deadline. If there is one, state it.
Questions people often ask
Is “sorry to bother you” unprofessional?
No. It’s polite and perfectly acceptable now and then. The problem is overuse: if every message starts with it, it can make you seem unsure of yourself or your right to ask.
What should I say instead when emailing my boss?
“When you have a moment, could you…” or “I know you have a lot on your plate, so I’ll keep this short” both work well. Follow either with a clear request and, if there is one, a deadline.
How do I reply when someone says “sorry to bother you” to me?
Reassure them briefly: “No bother at all,” “Not at all, what’s up?” or “Happy to help.” In a work email, you can skip the reassurance and simply answer the question; a helpful reply says the same thing.
Is “I hope this email finds you well” a good replacement?
It’s a greeting, not an acknowledgment of interruption, so it doesn’t do the same job. It’s fine in formal emails, though many readers skim past it. A direct opener like “I’m reaching out about…” gets to the point faster.
Can I just leave out the apology completely?
Often, yes. In everyday work messages, a friendly greeting followed by a clear question is polite enough. Keep an apology for when you’re truly interrupting, asking at an awkward time, or asking for something big.
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