Polite Ways to Say "Sorry" in Japanese

The everyday polite apology in Japanese is すみません (sumimasen) — one phrase that covers "sorry", "excuse me" and even "thanks for the trouble". When you have actually caused a problem, Japanese speakers escalate to 申し訳ありません, or 申し訳ございません in business and customer-service settings.

The most common way

sumimasen

A polite, all-purpose "sorry / excuse me" — used for small mistakes, bumping into someone, interrupting, and also to thank someone for their trouble. It is soft enough for strangers and coworkers but not for a serious error.

How to say it: Keep the rhythm flat: the "u" in す almost disappears, so it sounds like "smi-masen", and the final ん is a full nasal beat rather than a trailing-off sound.

Other ways to say it

formal
moushiwake arimasen
A sincere, weighty apology that admits real fault — closer to "I sincerely apologise" than "sorry".
When to use it: To a boss, client or someone you have genuinely inconvenienced or kept waiting.
very formal / business
moushiwake gozaimasen
The most formal standard apology, used in service and business settings; shows deep remorse without being old-fashioned.
When to use it: To customers, or when apologising to a superior for a real mistake at work.
light / polite
shitsurei shimashita
"Excuse me / my apologies" for a small slip — a wrong guess, a brief interruption, leaving early. Lighter than 申し訳ありません.
When to use it: For minor etiquette slips with colleagues, acquaintances or in a meeting, where no real damage was done.
humble / extra-polite
osoreirimasu
A quietly humble "sorry to trouble you" that also softens requests — it signals deference rather than admitting a mistake.
When to use it: When asking a favour of a superior or a stranger, or apologising for the bother you are causing in a service situation.
friendly (not for strangers)
gomen nasai
A warm, direct "I'm sorry" that sounds sincere between people who know each other; to a superior it can sound childish.
When to use it: To friends, family, a partner, or children — people you are close to.

In a conversation

A
、、。
A, sumimasen, ocha o koboshite shimaimashita.
Oh, I'm sorry — I've spilled the tea.
B
、。
Daijoubu desu yo, ki ni shinaide kudasai.
It's fine, please don't worry about it.
A
。。
Moushiwake gozaimasen. Sugu ni fukimasu.
I'm very sorry. I'll wipe it up right away.

Common mistakes

~~ごめんなさい、部長。~~ → 申し訳ありません、部長。
ごめんなさい sounds too familiar and childlike when speaking to a manager; use 申し訳ありません for real fault.
~~とてもすみません。~~ → 大変申し訳ございません。
Putting とても in front of すみません is not idiomatic — Japanese intensifies an apology with 大変 plus the formal phrase.