Useful Japanese Phrase for Business: "I apologize for the sudden contact."

Working in Japan: Understanding Business Phrases

Effective communication in Japanese business settings requires familiarity with appropriate phrases that demonstrate respect and professionalism. Today's phrase is essential when making unexpected requests or sharing information without prior notice.

Today's Phrase

急な連絡で申し訳ございません。

きゅうなれんらくでもうしわけございません。

Kyūna renraku de mōshiwakegozaimasen.

I apologize for the sudden contact.

Let's analyze each component

急な

きゅうな

Kyūna

Sudden/Unexpected

連絡

れんらく

Renraku

Contact/Communication

で

で

De

By means of/Due to (particle)

申し訳ございません

もうしわけございません

Mōshiwakegozaimasen

I apologize (formal)

Industry-Specific Usage

Corporate Settings

This phrase is frequently used in email correspondence when reaching out to clients or colleagues without prior scheduling. It acknowledges that you're potentially interrupting their workflow.

Customer Service

Representatives use this expression when calling customers about urgent matters such as shipment delays or appointment changes.

Healthcare

Medical staff might use this phrase when contacting patients about unexpected schedule changes or test results that require immediate attention.

IT/Technology

Project managers use this when sending urgent requests for bug fixes or system changes outside of regular communication schedules.

Common Mistakes to Avoid

• Omitting the apology: In Japanese business communication, acknowledging the inconvenience is essential, even if the matter is genuinely urgent.
• Using casual forms: Replacing ございません with ありません or ない makes the phrase too casual for business settings.
• Overusing the phrase: Using this expression for routine communications diminishes its impact when truly needed for urgent matters.
• Incorrect pronunciation: Failing to elongate the "ū" in "kyūna" or "ō" in "mōshiwake" can change the meaning or sound unnatural.

Business Etiquette Points

• Follow this phrase with a clear explanation of why the sudden contact was necessary.
• When possible, include a specific timeframe for when you need a response.
• If making a sudden request, acknowledge the burden and express gratitude for consideration.
• This phrase works best when paired with other courtesies such as checking if the person has time to talk.
• Consider the recipient's position—higher-ranking individuals should receive additional expressions of respect.

Related Business Vocabulary

お忙しいところ

おいそがしいところ

Oisogashii tokoro

During your busy time

ご迷惑をおかけして

ごめいわくをおかけして

Go meiwaku o okakeshite

For causing you trouble

緊急の件

きんきゅうのけん

Kinkyū no ken

Urgent matter

対応いただけますか

たいおういただけますか

Taiō itadakemasu ka

Could you please handle this

Role-Play Scenarios

Scenario 1: Sudden Meeting Request

田中： 急な連絡で申し訳ございません。今日の午後３時に会議を設定させていただけますか？
たなか：きゅうなれんらくでもうしわけございません。きょうのごごさんじにかいぎをせっていさせていただけますか？
Tanaka: Kyūna renraku de mōshiwakegozaimasen. Kyō no gogo sanji ni kaigi o settei sasete itadakemasu ka?
Tanaka: I apologize for the sudden contact. Would it be possible to schedule a meeting today at 3 pm?

鈴木： はい、大丈夫です。どのような議題ですか？
すずき：はい、だいじょうぶです。どのようなぎだいですか？
Suzuki: Hai, daijōbu desu. Dono yōna gidai desu ka?
Suzuki: Yes, that's fine. What will be the topic?

Scenario 2: Project Deadline Change

佐藤： 急な連絡で申し訳ございません。プロジェクトの締め切りが明日の１２時に変更になりました。
さとう：きゅうなれんらくでもうしわけございません。ぷろじぇくとのしめきりがあしたのじゅうにじにへんこうになりました。
Satō: Kyūna renraku de mōshiwakegozaimasen. Purojekuto no shimekiri ga ashita no jūniji ni henkō ni narimashita.
Sato: I apologize for the sudden contact. The project deadline has been changed to 12 pm tomorrow.

山田： 了解しました。すぐに対応いたします。
やまだ：りょうかいしました。すぐにたいおういたします。
Yamada: Ryōkai shimashita. Sugu ni taiō itashimasu.
Yamada: Understood. I will address it immediately.

Similar Expressions

突然のご連絡

とつぜんのごれんらく

Totsuzen no go-renraku

Sudden communication (more formal)

唐突ではございますが

とうとつではございますが

Tōtotsu dewa gozaimasu ga

Although this is abrupt

急遽お知らせします

きゅうきょおしらせします

Kyūkyo o-shirase shimasu

I'm informing you urgently

お手数をおかけして申し訳ありません

おてすうをおかけしてもうしわけありません

O-tesū o okakeshite mōshiwake arimasen

I apologize for the trouble/inconvenience

Quick Quiz

When would it be appropriate to use 「急な連絡で申し訳ございません」?

What particle connects "kyūna renraku" and "mōshiwakegozaimasen"?

In what business situation would this phrase be unnecessary?

How would you modify this phrase when speaking to the company president?

Pronunciation Tips

きゅう (kyū)

The "ū" sound should be elongated. It's not "kyu" but "kyuuu" with the lips rounded.

もうしわけ (mōshiwake)

The "ō" sound is elongated. Practice saying "mo-o-shi-wa-ke" with emphasis on the first syllable.

ございません (gozaimasen)

Each syllable should be clearly pronounced: "go-za-i-ma-sen" with a slightly falling intonation at the end.

れんらく (renraku)

The "n" sounds in this word require proper nasal pronunciation. The first "n" blends into the "r" sound.

Cultural Context

In Japanese business culture, acknowledging any disruption to someone's schedule is considered essential courtesy. This phrase exemplifies several key cultural values:

配慮 (Hairyo)

Consideration for others' time: The Japanese workplace values structured scheduling, making unexpected communications potentially disruptive.

上下関係 (Jōge kankei)

Hierarchical awareness: How you apologize for sudden contact varies depending on the recipient's position relative to yours.

和 (Wa)

Group harmony: By acknowledging the sudden nature of your communication, you demonstrate awareness of how your actions impact the collective workflow.

面目 (Menboku)

Face-saving: The apology allows both parties to maintain dignity in a situation that might otherwise cause embarrassment.

Using this phrase correctly shows cultural competence and helps maintain smooth business relationships, particularly in traditional Japanese companies where formality remains highly valued.

Quiz Answers

When would it be appropriate to use 「急な連絡で申し訳ございません」?

When making an unscheduled phone call, sending an unexpected email, or requesting an impromptu meeting.

What particle connects "kyūna renraku" and "mōshiwakegozaimasen"?

The particle "で (de)" which indicates cause or means.

In what business situation would this phrase be unnecessary?

When communication follows an established schedule or when responding to a question or request from someone else.

How would you modify this phrase when speaking to the company president?

To the company president: 「大変申し訳ございませんが、急なご連絡でお時間を頂戴できますでしょうか。」(Taihen mōshiwake gozaimasen ga, kyūna go-renraku de o-jikan o chōdai dekimasu deshō ka.)

Practice Challenge

Try creating your own business scenarios where you need to use today's phrase. Practice with these starting points:

You need to cancel a meeting scheduled for tomorrow.

Your company needs to change the delivery date of a product.

You're requesting financial documents earlier than originally agreed.

You need to inform a client about a price increase.

For each scenario, compose a complete email or phone conversation opener using 「急な連絡で申し訳ございません」and appropriate follow-up explanation.

© Japan WorkCulture Wizard