The train stopped. You got on the wrong line. You can’t find the building. When something goes wrong right before an interview or a shift, your mind can go blank. And if you have to call in Japanese, you may worry more about what to say than about being late.
Being on time matters a lot in Japan. But what people often notice is not the lateness itself. It’s how you reach out once you know you’ll be late. The phrases you need are fairly fixed, so if you learn a few patterns now, you can stay calm when it happens.
This article covers:
- What to do first when you realize you’ll be late
- Phone phrases for a job interview
- Email and LINE examples when you can’t call
- Phrases for part-time jobs and regular work
- A quick table of phrases by reason
- Phrases for understanding the reply
- Apologizing afterward, and tips to be late less often
1. When You Know You’ll Be Late, Contact Them First
The most important thing is to reach out as soon as you know. If you wait until after the scheduled time, the other side is left waiting and can’t change their plans. Even for a delay of one or two minutes, most workplaces feel reassured when you tell them.
Use the phone by default. Your voice shows that you really are in a hurry. If you can’t call, for example on a crowded train, send an email or message first, then call when you can speak.
| Situation | How to contact | Tip |
|---|---|---|
| Late for an interview | Call first | If no one answers, send an email too |
| Late for a part-time job or work | The method your workplace uses (phone, LINE, chat) | If unsure, call the number you were given when hired |
| Can’t call on the train | Email or message first, then call once you get off | Write “I will call when I get off the train” |
| No one picks up after several tries | Email or LINE | Include your name, purpose, reason, and arrival time |
Whichever way you contact them, include three things:
- Your name and what the appointment is (interview, shift, etc.)
- The reason you’re late
- About how many minutes late you’ll be
Give a slightly generous estimate. If you say “10 minutes” and it turns out to be 15, you have to contact them again. If a train is stopped and you don’t know when it will move, say, “I don’t know yet when I’ll arrive. I’ll contact you again when I know.”
Before you leave home, save the phone number of the interview site or workplace in your phone. Searching your emails for a number while standing on a station platform takes longer than you’d think.
2. Phone Phrases for a Job Interview
Calling in Japanese is stressful. But the order of what you say is almost always the same. Say one part at a time and you’ll be fine.
| Order | What to say | Phrase |
|---|---|---|
| 1 | Greet and give your name | Oisogashii tokoro shitsurei itashimasu. Honjitsu ○-ji kara mensetsu no oyakusoku o itadaite iru, ○○ (name) to mōshimasu. (“Sorry to bother you. I’m ○○, and I have an interview scheduled at ○ today.”) |
| 2 | Ask for the person in charge | Saiyō go-tantō no ○○-sama wa irasshaimasu deshō ka. (“Is Mr./Ms. ○○ in charge of hiring available?”) |
| 3 | Say you’ll be late and why | Densha ga okurete ite, tōchaku ga ○-pun hodo okuresō desu. Mōshiwake gozaimasen. (“My train is delayed, and I’ll arrive about ○ minutes late. I’m very sorry.”) |
| 4 | Ask what to do | Kono mama mukatte mo yoroshii deshō ka. (“May I come anyway?”) |
| 5 | Close the call | Yoroshiku onegai itashimasu. Shitsurei itashimasu. (“Thank you. Goodbye.”) |
Here is what some of the harder words mean:
- ~ to mōshimasu: a polite way to say “I am ~”. Use it to give your name on a work or interview call
- ~-sama wa irasshaimasu deshō ka: a polite way to ask “Is ~ there?” If you don’t know the name, say Saiyō no go-tantō no kata wa irasshaimasu deshō ka (“Is the person in charge of hiring available?”)
- Oyakusoku o itadaite iru: a polite way to say “we have an appointment”
- Shitsurei itashimasu: the set phrase for ending a call
Put together, it sounds like this:
Oisogashii tokoro shitsurei itashimasu. Honjitsu jū-ji kara mensetsu no oyakusoku o itadaite iru, ○○ (name) to mōshimasu. Saiyō no go-tantō no kata wa irasshaimasu deshō ka. (When the person comes on the line) ○○ (name) to mōshimasu. Honjitsu jū-ji kara mensetsu no oyakusoku o itadaite orimasu. Densha ga tomatte ite, tōchaku ga jūgo-fun hodo okuresō desu. Mōshiwake gozaimasen. Kono mama mukatte mo yoroshii deshō ka.
If the person can’t come to the phone, you can say you’ll call back, or leave a message.
- Leaving a message: Kyōshuku desu ga, dengon o onegai dekimasu ka. Tōchaku ga jūgo-fun hodo okuresō desu. (“Sorry to trouble you, but could you pass on a message? I’ll be about 15 minutes late.”)
- Calling back: Dewa, jippun-go ni mata o-denwa itashimasu. (“I’ll call again in 10 minutes.”)
3. When You Can’t Call: Email and Message Examples
On a train or in a crowded place, you may not be able to call. Sometimes calls just don’t connect. In those cases, send an email first.
Late for an interview (email)
Put the key point in the subject line so they know right away what it’s about. Here is the Japanese version you can send as is.
件名：【面接遅刻のご連絡】10月20日10時 〇〇（名前）
〇〇株式会社
採用ご担当者様
お世話になっております。
本日10時から面接のお約束をいただいております、〇〇（名前）です。
電車の遅延のため、到着が10時15分ごろになりそうです。
ご迷惑をおかけして、申し訳ございません。
電車を降りたら、あらためてお電話いたします。
お手数をおかけしますが、よろしくお願いいたします。
〇〇（名前）
電話番号：090-0000-0000(In English:)
Subject: 【Interview Delay Notice】Oct. 20, 10:00 ○○ (name)
○○ Co., Ltd.
Hiring Manager
Thank you for your time.
I have an interview scheduled at 10:00 today. My name is ○○ (name).
Because of a train delay, I expect to arrive around 10:15.
I am very sorry for the trouble.
I will call you again once I get off the train.
Thank you for your understanding.
○○ (name)
Phone: 090-0000-0000(For email openings and closings, see Japanese Business Email & Phone Guide 2026: Work Templates)
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Late for a part-time job or work (LINE or chat)
Many part-time workplaces use LINE or similar apps. Follow the contact method you were told when you were hired.
Japanese (send as is):
おはようございます。〇〇です。
電車が遅れていて、10分ぐらい遅れます。
申し訳ありません。着いたらまた連絡します。Romaji:
Ohayō gozaimasu. ○○ desu.
Densha ga okurete ite, jippun gurai okuremasu.
Mōshiwake arimasen. Tsuitara mata renraku shimasu.(In English: “Good morning, this is ○○. My train is delayed, so I’ll be about 10 minutes late. I’m sorry. I’ll contact you again when I arrive.”)
Don’t stop at sending a message. When you can, call to make sure they got it, especially if you don’t know whether they’ve read it.
4. Phrases for Part-Time Jobs and Work
Unlike an interview, you’re contacting people you work with every day. Keeping it short and clear is better than being overly formal.
When you contact them before or on the way
| Situation | Phrase |
|---|---|
| When calling | Ohayō gozaimasu. ○○ desu. Ima, densha ga tomatte ite, nijuppun gurai okuresō desu. (“Good morning, this is ○○. My train has stopped, and I’ll be about 20 minutes late.”) |
| When you know the reason | Sumimasen, norikae o machigaemashita. Jippun hodo okuremasu. (“Sorry, I made a mistake changing trains. I’ll be about 10 minutes late.”) |
| When you don’t know when you’ll arrive | Sumimasen, densha ga itsu ugoku ka wakarimasen. Wakattara mata renraku shimasu. (“Sorry, I don’t know when the train will start moving. I’ll contact you when I know.”) |
| When they say it’s okay | Arigatō gozaimasu. Isoide mukaimasu. (“Thank you. I’ll hurry.”) |
When you arrive
Even if you contacted them, greet them again when you arrive. Apologizing face to face shows you mean it.
| Situation | Phrase |
|---|---|
| Right after arriving | Okurete sumimasen. Go-meiwaku o okake shimashita. (“Sorry I’m late. I caused you trouble.”) |
| To your manager | Osoku natte shimai, mōshiwake arimasen. Kore kara wa ki o tsukemasu. (“I’m sorry I was late. I’ll be careful from now on.”) |
| To coworkers | Gomen ne, osoku natte. Arigatō. (“Sorry I was late, and thanks.”) |
| If someone covered for you | Kabā shite kurete, arigatō gozaimasu. (“Thank you for covering for me.”) |
(For polite ways to speak to your manager or customers, see Keigo for Work in Japan: Sonkeigo, Kenjogo and Key Phrases)
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Don’t explain too long. Say “the train was delayed,” then “I’m sorry,” and go straight back to work.
(For documents and what to expect on your first day, see Part-Time Job Documents in Japan: What to Prepare)
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5. Quick Table: Phrases by Reason
It’s best to give your reason honestly and briefly. Here’s what to say for common reasons.
| Reason | What to say | Tip |
|---|---|---|
| Train delay | Densha ga okurete ite, ○-pun hodo okuresō desu. (“My train is delayed; I’ll be about ○ minutes late.”) | Check the delay time on the station or railway site |
| Took the wrong train | Densha o norimachigaete shimai, ○-pun hodo okuresō desu. (“I took the wrong train; I’ll be about ○ minutes late.”) | Admit your own mistake briefly and clearly |
| Got lost | Michi ni mayotte shimai, ○-pun hodo okuresō desu. (“I got lost; I’ll be about ○ minutes late.”) | Mention a landmark near you |
| Overslept or mixed up the time | Nebō shite shimai (jikan o machigaete shimai), ○-pun hodo okuresō desu. Mōshiwake gozaimasen. (“I overslept (I got the time wrong), so I’ll be about ○ minutes late. I’m very sorry.”) | Be honest and brief. Don’t make long excuses. |
| Not feeling well | Taichō ga waruku, ○-pun hodo okuremasu. (“I’m not feeling well; I’ll be about ○ minutes late.”) | If you can’t make it, ask about changing the day |
| Previous commitment ran long | Mae no yōji ga nagabiite shimai, ○-pun hodo okuresō desu. (“My previous commitment ran long; I’ll be about ○ minutes late.”) | You can say it was a class or another job |
If you’re lost, say where you are, such as “Ima, ○○-eki no kitaguchi ni imasu” (“I’m at the north exit of ○○ Station now”) or “Konbini no mae ni imasu ga, dochira ni ikeba ii desu ka” (“I’m in front of a convenience store. Which way should I go?”). They may be able to guide you.
When a train is delayed, railway companies issue a delay certificate (chien shōmeisho), a document showing the train was late. Recently, many companies have stopped handing out paper copies at stations and issue them on their website or app instead. In case your workplace or school asks for one, it helps to check how your railway company provides it.
(Source: Tokyo Metro "Delay Certificates")
If you overslept, don’t say “the train was delayed.” If they later find out the trains were running, they’ll trust you less. Apologize honestly and briefly.
6. Phrases for Understanding the Reply
After you say you’ll be late, have you ever struggled to catch what the other person said? On the phone, you can’t see their face, so it’s even harder. Knowing the common replies in advance makes them easier to follow.
| What they say | Meaning | How to answer |
|---|---|---|
| Ima, dochira ni irasshaimasu ka. | Where are you now? | ○○-eki ni imasu. (“I’m at ○○ Station.”) |
| Ato nan-pun gurai kakarisō desu ka. | How long until you arrive? | Jippun hodo de tsukimasu. (“About 10 minutes.”) |
| Wakarimashita. Omachi shite imasu. | Okay, we’ll wait for you | Arigatō gozaimasu. Isoide mukaimasu. (“Thank you. I’ll hurry.”) |
| Ki o tsukete okoshi kudasai. | Come safely, don’t rush | Arigatō gozaimasu. Shitsurei itashimasu. (“Thank you. Goodbye.”) |
| Kyō wa, nittei o henkō shimashō ka. | Shall we change to another day? | Onegai dekimasu ka. (“Could we?”) / Kono mama ukagaimasu. (“I’ll come as planned.”) |
| ○-ji made ni koraremasu ka. | Can you make it by ○? | Hai, maniaimasu. (“Yes, I’ll make it.”) / Muzukashii desu. (“It’s difficult.”) |
If you can’t catch it, don’t leave it. Ask again.
- Mōshiwake arimasen, mō ichido onegai shimasu. (“Sorry, could you say that again?”)
- Sukoshi yukkuri, onegai dekimasu ka. (“Could you speak a little slower?”)
- ○-ji ni ukagaeba yoroshii deshō ka. (“So I should come at ○?”) Repeating the time back in your own words helps you avoid mistakes.
7. Apologizing Afterward and Being Late Less Often
Send an apology email the same day
When you arrive at the interview, say “I’m sorry I’m late” once more. After the interview, a thank-you and apology email leaves a good impression. Here is the Japanese version you can send as is.
件名：本日の面接のお礼とお詫び 〇〇（名前）
〇〇株式会社
採用ご担当者様
お世話になっております。
本日10時から面接をしていただいた、〇〇（名前）です。
本日は、遅れてしまい、申し訳ございませんでした。
面接の時間をいただき、ありがとうございました。
お話をうかがって、ますます貴社で働きたいと思いました。
今後ともよろしくお願いいたします。
〇〇（名前）(In English:)
Subject: Thank You and Apology for Today's Interview ○○ (name)
○○ Co., Ltd.
Hiring Manager
Thank you for your time.
I am ○○ (name), who interviewed with you at 10:00 today.
I apologize again for arriving late.
Thank you for taking the time to meet with me.
After hearing about the company, I want even more to work with you.
I look forward to hearing from you.
○○ (name)For a part-time job or regular work, an email isn’t necessary. Saying “I’m sorry I was late yesterday, and thank you” the next day is enough to show you care.
Three tips to be late less often
These three habits cut down on lateness a lot.
- Check your route and times the day before: Use a route-planning app to check train times and transfers. If it’s your first time, look at the walk from the station on a map too.
- Plan to arrive early: Aim for about 10 minutes early for an interview and 5 to 10 minutes early for a shift. Then a small delay won’t make you late.
- Keep contact details in your phone and on paper: Even if your battery dies, a note or a printed email lets you reach them.
(For more on time and other workplace rules, see Japanese Business Etiquette: Workplace Rules for Newcomers)
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FAQ
Q: Can I contact them by LINE instead of calling when I’m late for an interview?
A: Some workplaces are fine with LINE. For interviews, though, a call is safer. Call first, and send an email or message only if you can’t get through.
Q: How many minutes late should I be before I contact them?
A: Contact them whenever you think you might be late. Even one or two minutes helps the other side feel at ease.
Q: What should I do if my calls don’t connect?
A: Send an email or LINE message with your name, purpose, reason, and arrival time. Then try calling again after a short while.
Q: What if I’m already late and didn’t contact them?
A: Contact them as soon as you notice. Start with “I’m sorry for the late notice,” then give the reason and your arrival time. Not contacting them at all is what costs you the most trust.
Q: Should I tell them the real reason I’m late?
A: Yes. You don’t need a long explanation. Say it briefly, such as “I overslept” or “I took the wrong train,” and apologize right away.
Q: Can I apologize by email after being late to work?
A: Yes. After apologizing in person, sending an email or message again builds trust. Try to send it the same day.
Key Takeaways
- ✅ Contact them as soon as you know: even one or two minutes late is worth telling them
- ✅ For interviews, call first: say your name, the reason, how many minutes late, and ask what to do
- ✅ If you can’t call, email first: write that you’ll call when you get off the train
- ✅ Keep reasons short and honest: a quick apology matters more than a long excuse
- ✅ Follow up afterward: apologize again when you arrive, and send an email or message the same day
Everyone is late sometimes. What matters is that you can say it clearly afterward. Save the phrases from this article in your phone, and they’ll help when you need them.
Once you feel confident about contacting people at interviews and work, the next step is finding a job. YOLO WORK lets you search for roles that are easy to apply for even if you’re worried about your Japanese.
