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Rephrase Your Words ④ Are you overusing 「大丈夫です」?
11/14/2025
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Rephrase Your Words ③: Choosing the right use of 「すみません」
Kotoba Drill Editor
Today’s Theme
「すみません」（sorry / excuse me / thank you） is very common.
However, it has three different functions: to apologize, to show thanks, and to call or ask.
Because one word covers many functions, the meaning can be unclear without context.
This article shows how to rephrase so your intention is clear.
We add kana and IPA to help your practice.
Why 「すみません」 is easy to misunderstand
| Element | Content |
|---|---|
| Many functions | One word covers apology/thanks/request |
| Context heavy | You need situation and relationship to judge meaning |
| Many omissions | Reason or request is often not said |
| Cultural gap | Expected politeness differs by person and region |
For example:
「昨日はすみませんでした。」（I’m sorry about yesterday.） is an apology.
「手伝っていただいてすみません。」（Thank you for your help.） is thanks.
In a shop, 「すみませーん」 calls a staff member.
So, decide your purpose first, then choose clear words.
Directions to rephrase (with reading and IPA)
| Direction | Intention | Function change | Example (Japanese) | Reading (kana) | Reading (IPA) |
|---|---|---|---|---|---|
| Make it apology | You troubled them | Ambiguous → Clear apology | 「ご迷惑をおかけしました。」（I caused trouble.） | ごめいわくを おかけしました | [ɡomeːwakɯ o okakeɕimaɕita] |
| Stronger, polite apology | Apologize very politely | Clarify apology | 「申し訳ございません。」（I’m very sorry.） | もうしわけ ございません | [moːɕiwake ɡozaimasen] |
| Make it thanks | You appreciate their help | Apology → Thanks | 「ありがとうございます。」（Thank you.） | ありがとうございます | [aɾiɡatoː ɡozaimasɯ] |
| Thanks (result) | The help was useful | Clarify thanks | 「助かりました。」（That really helped.） | たすかりました | [taskaɾimaɕita] |
| Make it request | Ask gently | Call → Request | 「恐れ入りますが、〜してください。」（Excuse me, could you …?） | おそれいりますが、〜してください | [osore iɾimasɯ ɡa, … ɕite kɯdasai] |
| Request with effort | Ask for their time/effort | Call → Request | 「お手数をおかけしますが、〜お願いします。」（Sorry to bother you, please …） | おてすうを おかけしますが、〜おねがいします | [otesɯː o okakeɕimaɕɡa, … oneɡaishimasɯ] |
Note
IPA is a guide. Long vowels are shown by [ː]. Sounds change in natural speech.
Key idea: Say your purpose.
Add reason for apology, name the action for thanks, and state the request clearly.
Usage examples (service and business)
| Scene | What you mean | Good rephrase (Japanese) | Reading (kana) | Reading (IPA) | Why it works |
|---|---|---|---|---|---|
| Service (late response) | Apology | 「お待たせして申し訳ございません。」（Sorry to keep you waiting.） | おまたせして もうしわけ ございません | [omatase ɕite moːɕiwake ɡozaimasen] | Names the problem (kept waiting) and sounds polite |
| Service (ask to line up) | Request | 「恐れ入りますが、こちらにお並びください。」（Please line up here.） | おそれいりますが、こちらに おならび ください | [osore iɾimasɯ ɡa, ko tɕiɾa ni onarabɯ kɯdasai] | Turns call into a gentle request |
| In-house (received support) | Thanks | 「ご対応ありがとうございます。」（Thank you for your support.） | ごたいおう ありがとうございます | [ɡotai.oː aɾiɡatoː ɡozaimasɯ] | Switches apology-word to thanks-word |
| Client (delay report) | Apology + info | 「納期が遅れ、ご迷惑をおかけしております。」（Delivery is delayed; we are sorry.） | のうきが おくれ、ごめいわくを おかけしております | [noːkʲi ɡa okɯɾe, ɡomeːwakɯ o okake te oɾimasɯ] | Gives both apology and status |
| Meeting (interrupt) | Call/permission | 「少々よろしいでしょうか。」（May I?） | しょうしょう よろしい でしょうか | [ɕoːɕoː joɾoɕiː deɕoːka] | Shows purpose (ask to speak) clearly |
Tip: Common request frames are 「恐れ入りますが、〜」「お手数ですが、〜」「よろしければ、〜」. Be specific so action is easy.
Grammar and history
「すみません」 comes from the negative form of the verb 「済む」（to be settled）.
「〜では済まない」 means “it cannot be settled,” so 「すみません」 developed the meaning “I feel sorry.”
Today, it also extends to thanks and requests.
Tips:
- For apology, add a short reason: e.g., 「電車が遅れて、申し訳ございません。」（The train was late, I’m sorry.）
- For thanks, name their action: 「ご説明ありがとうございます。」（Thank you for the explanation.）
- For request, state action and condition: 「恐れ入りますが、5分ほどお待ちください。」（Please wait about 5 minutes.）
Common mistakes and cautions
- Starting everything with 「すみません」 makes intention unclear (apology? thanks? request?).
- For apology, add a promise to prevent repeats (reassures the listener).
- For thanks, do not apologize: ×「助けていただいてすみません。」 → ○「ありがとうございます。」
- For requests, add a brief reason so acceptance feels easier.
Summary
- 「すみません」 has three functions: apology, thanks, request.
- Decide your purpose, then choose words that match it.
- Apology → 「申し訳ありません／ご迷惑をおかけしました」
Thanks → 「ありがとうございます／助かりました」
Request → 「恐れ入りますが〜／お手数ですが〜」 - Clear function makes speech natural in business and service.
Next: Rephrase Your Words ④ — Are you overusing 「大丈夫です」 (It’s okay)?
