Picture this: You are a freelancer with numerous projects and tight schedules, and in the midst of all this, you are bound to skip a few meetings. It’s like being a trapeze artist who lets go of the torch, impressive but in a way that is not very desirable.
No need to be alarmed!! Saying sorry for not being able to attend a meeting can be a technique that, if well executed, can enhance your business relations.
Let’s get into the details on how to apologize like a professional and not compromise your freelancing reputation.
Why Missing a Meeting is a Freelancing Faux Pas
Let’s face it, meetings are the lifeblood of any project. They’re where ideas are born, deadlines are set, and coffee is consumed in alarming quantities.
Missing a meeting is like leaving your laptop’s charger at home – it’s annoying, unbecoming, and may lead to a few explosions.
The Role of Apologies and When It Is Right to Offer Them
When one postpones an apology, it is as bad as postponing a bill because it becomes worse as time unfolds.
A quick apology is essential so that your client knows you respect their time and that you are sincere about the apology.
The Art of the Apology: Freelancer’s Handbook
1. Own Up to It:
Do not waste time with unnecessary words. A simple, sincere “I messed up” is often more effective than a long-winded excuse.
Remember, honesty is the best policy, even if it feels like you’re confessing to a crime.
2. Explain Yourself (Briefly):
However, do not overdo it and write a book when apologizing as this is counterproductive. You don’t have to go into great detail but it is important not to beat around the bush, as in ‘and then this happened and then this happened’.
If your dog ate your calendar, simply state that and forget about it.
3. Offer a Solution:
Everyone hates a situation that cannot be solved. Assure your client that you are taking responsibility by suggesting changing the meeting to another date, sending a summary, or even working additional hours to compensate for the lost time.
4. Don’t Overdo It:
An apology is like a fine wine that should be consumed sparingly. Do not overdo it with apologies to your client. A short and warm message is enough.
Apology Templates for Every Freelancing Disaster
Tech Troubles
Subject: Apologies for missing the meeting scheduled for today.
Dear [Client’s Name],
I am writing to formally inform you that I was unable to attend the meeting scheduled for today due to a technical issue. I attempted to resolve the problem, but it took longer than anticipated, and time slipped away from me. I sincerely apologize for any inconvenience this may have caused.
Could we reschedule the meeting for tomorrow at 10 AM? I will ensure that all preparations are made and confirmed in advance to prevent this from happening again. To make up for the inconvenience, I would like to offer a 10% discount on our next project.
Thank you for your understanding, and I hope this helps provide some insight into the situation.
Best regards,
[Your Name]
Double Booked
Subject: Apologies for the cancellation of the meeting due to overbooking issues.
Hey [Client’s Name],
Today I missed a meeting because I was extremely negligent and managed to schedule myself for two meetings at the same time. I was somehow offline and it is all my fault, I do apologize for not being able to make it.
Is there a more appropriate time that I could contact you so that I could set another meeting with you? I will make sure to block it as soon as possible so that incidents like these are not repeated.
I would like to thank you for your patience.
Best regards,
[Your Name]
Personal Emergency
Subject: My Apologies for Missing Our Meeting
Hi [Client’s Name],
I regret that I could not attend the meeting that was set for today. I was called to sort out a personal issue and I had to attend to it. It is the reason that I was not available for the meeting we set for today.
May I know if it is possible to set a new time, maybe in the later part of the week? Many thanks for your understanding during this time.
Sincerely,
[Your Name]
Preventative Measures: Freelance Time Management Tips
It is advisable to perhaps look for freelance time management software like Hubstaff to prevent such occurrences in the future.
It is like having a personal assistant who notes everything down for you. Besides, it’ll assist you in keeping your work in order and being efficient at what you do, which is always a plus for a freelancer.
The Final Word
Remember, everyone makes mistakes. The important thing is to learn how to handle them. Thus, by applying these tips and using some humor when the situation is critical, you can transform the disaster into a good opportunity to improve the relationship with the client.
A good apology shows that you take your work and the relationship seriously and, in the end, could improve the working relationship between the two of you.
Therefore, the next time you oversleep and hit the ‘snooze’ button to miss an important meeting, don’t stress up, instead, relax and let the diplomat in you do the magic with your apology.
