In professional and formal emails, the word “unfortunately” is often used to deliver bad news, express regret, or acknowledge a limitation.
However, using the same word repeatedly can make your emails sound monotonous and predictable.
To maintain professionalism and variety in your communication, it’s essential to explore alternative expressions that convey disappointment, regret, or limitation in a refined manner.
In this blog post, we will explore 19 other ways to say “unfortunately” in a formal email so you can enhance your business communication while maintaining professionalism and clarity.
19 Other Ways to Say “Unfortunately” in a Formal Email
- Regrettably
- I regret to inform you
- It is with regret that
- I’m afraid that
- Sadly
- With deep regret
- To my dismay
- It pains me to say
- Much to my regret
- I’m sorry to say
- To our disappointment
- We regret to inform you
- I must apologize for
- It is unfortunate that
- With great reluctance
- We are sorry to inform you
- Regretfully
- I regret to say
- It is disappointing that
1. Regrettably
Definition: “Regrettably” is a formal way to express disappointment or an unfortunate situation.
Description: This word is often used in business emails when delivering negative news in a polite and professional manner.
Usage Examples:
- Regrettably, we are unable to approve your request at this time.
- Regrettably, the meeting has been postponed until next week.
2. I regret to inform you
Definition: A formal phrase used to introduce bad news politely.
Description: This phrase is commonly used in professional settings when delivering sensitive or disappointing information.
Usage Examples:
- I regret to inform you that your application was not successful.
- I regret to inform you that the shipment has been delayed.
3. It is with regret that
Definition: A polite and formal way to announce something disappointing.
Description: This phrase is often used when conveying professional or serious information.
Usage Examples:
- It is with regret that we must cancel the event due to unforeseen circumstances.
- It is with regret that I must decline your request.
4. I’m afraid that
Definition: A softer, more conversational alternative to “unfortunately.”
Description: This phrase is slightly less formal but is still appropriate for professional emails, especially when breaking bad news gently.
Usage Examples:
- I’m afraid that we cannot accommodate your request at this time.
- I’m afraid that we are unable to meet the deadline.
5. Sadly
Definition: A simple and polite way to express regret.
Description: “Sadly” is effective in formal communication when you need to convey disappointment concisely.
Usage Examples:
- Sadly, we are unable to proceed with your application.
- Sadly, the item you requested is out of stock.
6. With deep regret
Definition: A strong expression of sadness or disappointment.
Description: This phrase is often used in very formal or serious emails, such as business decisions or condolences.
Usage Examples:
- With deep regret, we must inform you that the position has been filled.
- With deep regret, we announce the closure of our branch.
7. To my dismay
Definition: A phrase that expresses personal disappointment.
Description: This phrase is used when the sender is personally impacted by the unfortunate news.
Usage Examples:
- To my dismay, the client has decided to terminate the contract.
- To my dismay, we are unable to proceed with the partnership.
8. It pains me to say
Definition: A phrase used to introduce difficult or unpleasant news.
Description: This is a more empathetic way to convey regret, often used in sensitive matters.
Usage Examples:
- It pains me to say that we must let go of some employees.
- It pains me to say that your proposal was not accepted.
9. Much to my regret
Definition: A formal way to express personal disappointment.
Description: This phrase emphasizes the regret of the sender in delivering unfortunate news.
Usage Examples:
- Much to my regret, we cannot accommodate your request.
- Much to my regret, the project has been canceled.
10. I’m sorry to say
Definition: A simple way to introduce bad news with an apologetic tone.
Description: This phrase is less formal but still professional.
Usage Examples:
- I’m sorry to say that the deadline has been moved.
- I’m sorry to say that we cannot grant your request.
11. To our disappointment
Definition: A formal way to express regret on behalf of a company or organization.
Description: This phrase conveys collective regret rather than personal regret.
Usage Examples:
- To our disappointment, the supplier could not meet the deadline.
- To our disappointment, the contract was not renewed.
12. We regret to inform you
Definition: A direct and professional way to deliver bad news.
Description: Often used in official or formal notifications.
Usage Examples:
- We regret to inform you that your application was unsuccessful.
- We regret to inform you that the event has been canceled.
13. I must apologize for
Definition: A phrase that acknowledges responsibility for an unfortunate situation.
Description: It conveys accountability while maintaining professionalism.
Usage Examples:
- I must apologize for the delay in responding to your request.
- I must apologize for any inconvenience this may cause.
14. It is unfortunate that
Definition: A neutral and professional way to introduce an unfortunate situation.
Description: This phrase is effective in both formal and professional emails.
Usage Examples:
- It is unfortunate that we must reschedule the meeting.
- It is unfortunate that the funding was not approved.
15. With great reluctance
Definition: A phrase that conveys hesitation or unwillingness in making a difficult decision.
Usage Examples:
- With great reluctance, we must cancel the agreement.
- With great reluctance, I must decline your invitation.
16. We are sorry to inform you
Definition: A formal and polite way to introduce disappointing news.
Usage Examples:
- We are sorry to inform you that your application was declined.
- We are sorry to inform you that the refund cannot be processed.
17. Regretfully
Definition: A direct synonym for “unfortunately,” used to introduce bad news.
Usage Examples:
- Regretfully, we must decline your request.
- Regretfully, the position has been filled.
18. I regret to say
Definition: A professional way to express disappointment.
Usage Examples:
- I regret to say that we cannot proceed with your request.
- I regret to say that the budget does not allow for additional expenses.
19. It is disappointing that
Definition: A phrase that emphasizes dissatisfaction with a situation.
Usage Examples:
- It is disappointing that the project must be delayed.
- It is disappointing that our offer was not accepted.
Conclusion:
Choosing the right words in professional emails can make a significant impact on how your message is received.
Instead of using “unfortunately,” which may sound negative, opt for more neutral or constructive phrases like “Regrettably,” “At this time,” or “We appreciate your understanding.”
These alternatives help maintain a positive tone while conveying your message effectively.
Whether declining a request, addressing an issue, or delivering bad news, rephrasing with empathy and professionalism can improve communication.
By refining your email language, you can foster better relationships, enhance clarity, and maintain a courteous tone—ultimately leading to more effective and professional interactions.
