20 Other Ways to Say “Unfortunately” in a Formal Email (With Examples)

When delivering negative news or disappointing updates in a professional setting, the word “unfortunately” often comes to mind. It’s a go to term that signals a shift to less than ideal information, but it can sometimes feel blunt or overused.

Firstly, to maintain professional email etiquette and communicate with more nuance, you should have a few formal alternatives at your disposal.

For example, when you’re responding to a client, colleague, or partner, choosing the right phrasing ensures that your message remains respectful, empathetic, and clear. Moreover, this practice demonstrates a thoughtful approach to communication. Consequently, it helps build stronger connections with recipients.

Furthermore, it avoids the risk of sounding repetitive or blunt. Additionally, varying your vocabulary reflects professionalism. As a result, recipients are more likely to respond positively. Thus, always aim to carefully select your wording. Ultimately, thoughtful communication leads to better understanding and collaboration.

Is It Professional to Say “Unfortunately”?

Yes using “unfortunately” is generally acceptable in professional emails, especially when delivering disappointing news. It’s direct, widely understood, and conveys a tone of regret, which can soften the impact of the message.

However, overusing “unfortunately” can make your communication sound repetitive or robotic, potentially eroding the personal connection you aim to maintain in business communications. For that reason, it’s beneficial to have a range of synonyms for unfortunately to draw from.

What to Say Instead of “Unfortunately” in a Formal Email

• Regrettably
• Sadly
• With regret
• To my dismay
• I’m afraid
• It is with regret that I must inform you
• I’m sorry to say
• Much to my disappointment
• It pains me to tell you
• I deeply regret having to tell you
• Regretfully
• I regret to inform you
• I must apologize, but
• It is disappointing that
• We regret to announce
• To my regret
• It is unfortunate that
• It saddens me to inform you
• Regretfully, I must
• It’s unfortunate to report that
• It is with a heavy heart that
• I regretfully must let you know
• We regret that
• It is to my regret that
• It saddens us to announce

20 unique ways to say “Unfortunately” in a Formal Email (With Examples)

Here are 20 Other Ways to Say “Unfortunately” in a Formal Email (With Examples):

1. Regrettably

Regrettably is a polished, yet empathetic way to convey disappointment without sounding too harsh. It works well when you need to maintain a formal tone while acknowledging a less favorable outcome.

Example:
Subject: Application Status Update

“Dear Alex,
Regrettably, we are unable to offer you the position of Marketing Manager at this time. While your skills are impressive, we have selected a candidate whose experience aligns more closely with our needs. We appreciate your interest and encourage you to apply for future openings.”

Pro Tip: Use “regrettably” when conveying disappointing news that requires a touch of formality and empathy. It signals that the sender understands the recipient’s hopes or expectations.

2. Sadly

Sadly is a slightly softer, more conversational alternative to “unfortunately.” It’s appropriate for instances when you want to deliver negative news in a way that feels less rigid.

Example:
Subject: Cancellation of Meeting Request

“Hi Sarah,
Sadly, we will need to cancel the meeting scheduled for Friday due to unforeseen circumstances. I apologize for any inconvenience this may cause, and I’m happy to reschedule for a later date.”

3. With Regret

When you use with regret, you add a tone of solemnity to your business communications, making it ideal for situations that require a higher level of sensitivity or gravity.

Example:
Subject: Update on Your Leave Request

“Dear Mr. Harris,
With regret, I must inform you that your request for extended leave has been denied. Our current project deadlines require all hands on deck, and we are unable to accommodate additional time off at this time.”

4. To My Dismay

The phrase to my dismay can be useful in expressing disappointment, particularly when you’re part of a situation that didn’t go as planned. It’s slightly more expressive than “unfortunately” but still formal.

Example:
Subject: Feedback on the Recent Proposal

“Dear Team,
To my dismay, the recent proposal did not meet the expected standards, and we will need to make significant revisions before presenting it to the client.”

5. I’m Afraid

I’m afraid carries a polite tone that can soften the blow of negative information. It is often used when declining requests or denying permissions in professional emails.

Example:
Subject: Clarification on Budget Allocation

“Hi James,
I’m afraid we won’t be able to allocate additional funds to this project at the moment. We are working within a tight budget, and all resources have already been assigned.”

6. It Is With Regret That I Must Inform You

This phrase is formal and respectful, perfect for sensitive matters. Use it when you need to maintain a high level of professionalism.

Example:
Subject: Notification of Job Application Outcome

“Dear Ms. Brown,
It is with regret that I must inform you that we have chosen another candidate for the role of Senior Developer. We were impressed with your qualifications and will keep your resume on file for future opportunities.”

Pro Tip: When dealing with delicate situations, such as rejecting applications or denying requests, using a more formal structure like “it is with regret that I must inform you” shows sensitivity to the reader’s feelings.

7. I’m Sorry to Say

I’m sorry to say is a more straightforward, yet still polite, way to deliver disappointing news. It’s often used when there is a personal connection with the recipient.

Example:
Subject: Project Extension Request

“Hello Sam,
I’m sorry to say that we won’t be able to approve an extension for the project deadline. We’re on a tight schedule, and all teams need to adhere to the initial timelines.”

8. Much to My Disappointment

Much to my disappointment allows the sender to express personal regret while maintaining a formal tone. It’s suitable when delivering negative news that may also affect the sender.

Example:
Subject: Follow-Up on Contract Negotiations

“Dear Mr. Thompson,
Much to my disappointment, we were unable to reach a consensus on the contract terms, and we will need to revisit the negotiations next quarter.”

9. It Pains Me to Tell You

This phrase is best reserved for highly sensitive matters where empathy is crucial. It carries a sense of personal sorrow, making it particularly effective in formal language settings.

Example:
Subject: Update on Service Termination

“Dear Customers,
It pains me to tell you that we will be discontinuing our technical support for the Classic Series as of December 31st. We understand this may cause inconvenience, and we’re here to assist with any questions you may have.”

10. I Deeply Regret Having to Tell You

Another option for conveying serious or disappointing news is I deeply regret having to tell you. This phrase emphasizes the emotional weight of the information being shared.

Example:
Subject: Conference Keynote Update

“Dear Attendees,
I deeply regret having to tell you that our keynote speaker, Mr. Stevens, will no longer be able to attend the conference due to unforeseen circumstances. We are working on arranging an alternate speaker and will keep you updated.”

10 More Ways to Say “Unfortunately” in a Formal Email (With Examples)

11. It Is with a Heavy Heart That

It is with a heavy heart that is a phrase often used for more serious or impactful situations. There is conveys a deep sense of empathy and is suitable when the news may be particularly disappointing.

Example: Subject: Project Termination Notice

“Dear Team,
It is with a heavy heart that we must announce the termination of the project due to budgetary constraints. We understand how hard everyone has worked, and this decision was not made lightly.”

Pro Tip: Use this phrase sparingly, as it carries a heavy tone. Reserve it for instances where the news is especially significant or emotional.

12. I Regret to Inform You

This phrase is direct but formal. It works well for situations where clarity and professionalism are essential, such as business communications involving sensitive or disappointing news.

Example:
Subject: Update on Your Application Status

“Dear Mr. Johnson,
I regret to inform you that we have selected another candidate for the Sales Manager position. We appreciate your interest and wish you success in your job search.”

13. I Must Apologize, But

I must apologize, but can be used to soften the delivery of negative information. It begins with an acknowledgment of the inconvenience, which can help to maintain a positive tone.

Example:
Subject: Delay in Project Delivery

“Hi Samantha,
I must apologize, but we are experiencing delays with the project delivery. We are doing everything possible to expedite the process and will keep you informed.”

14. It Is Disappointing That

Firstly, “It is disappointing that” serves as a more reflective and empathetic way of sharing negative news. Moreover, you can use it to express personal or collective disappointment over an outcome. Overall, this phrase allows for a softer, more understanding tone in communication.

Example:
Subject: Postponement of Annual Event

“Dear Colleagues,
It is disappointing that we will need to postpone the annual event due to unforeseen circumstances. We will notify you of the new date once it is confirmed.”

15. We Regret to Announce

This phrase is particularly useful in business communications where announcements need to be made to a broader audience. It carries a formal tone and is often used in official statements.

Example:
Subject: Service Discontinuation Notice

“Dear Customers,
We regret to announce that our 24/7 customer support line will no longer be available starting next month. We encourage you to use our online chat service for assistance during this transition.”

Pro Tip: Use phrases like “we regret to announce” for official communications that impact multiple people. It’s a formal and respectful way to convey negative news.

16. To My Regret

To my regret is a refined and slightly old-fashioned way of expressing disappointment. It can be used when you want to maintain a formal, almost literary tone in your professional email.

Example:
Subject: Decision Regarding Leave Request

“Dear Ms. Lee,
To my regret, we are unable to approve your leave request for next month due to staffing shortages. We appreciate your understanding on this matter.”

17. It Is Unfortunate That

It is unfortunate that is a straightforward way to express disappointing news while maintaining a neutral tone. There is less direct than “unfortunately,” but still formal.

Example:
Subject: Technical Issue Resolution Update

“Dear Customers,
It is unfortunate that the recent system issues have persisted longer than expected. Our team is working tirelessly to resolve them, and we apologize for any inconvenience.”

18. It Saddens Me to Inform You

Use it saddens me to inform you when you need to convey negative news that may have a personal impact on the recipient. It is more emotive than other alternatives, showing a deeper sense of empathy.

Example:
Subject: Changes to Your Scheduled Appointment

“Dear Mr. Brown,
It saddens me to inform you that your appointment scheduled for next Thursday has been canceled. We understand the inconvenience this may cause and will do our best to accommodate you with a new date.”

19. Regretfully, I Must

Regretfully, I must is another way to start a sentence that delivers negative news. It sets the tone for a formal yet empathetic message.

Example:
Subject: Response to Budget Request

“Hello David,
Regretfully, I must inform you that your request for an increased budget has been declined. We will need to work within the allocated funds for this quarter.”

20. It’s Unfortunate to Report That

This phrase is particularly useful when providing updates on developments that didn’t go as planned. It is straightforward and formal, but slightly softer than “unfortunately.”

Example:
Subject: Shipping Delay Notification

“Dear Customer,
It’s unfortunate to report that your shipment will be delayed due to a logistical issue. We apologize for the inconvenience and will provide an updated delivery date soon.”

How to Avoid Overusing “Unfortunately” in Business Emails

For example, when writing professional emails, repeating the same phrasing can make your message feel impersonal or overly blunt. However, by using various synonyms for unfortunately, you can craft your message more thoughtfully, enhancing your email etiquette. As a result, this not only improves communication but also shows that you care about the recipient’s experience.

Pro Tip: Always assess the tone of your message. If it feels too blunt, consider softening your delivery with one of the formal alternatives listed above. It can make all the difference in how your message is received.

How to Say “Unfortunately” in a Positive Way

Finding ways to deliver negative news while maintaining a positive tone can be challenging, but it’s not impossible. Consider focusing on what can be done rather than what can’t. For example, instead of saying, “Unfortunately, we cannot approve your request,” you could try, “While we can’t approve your request, we’re happy to explore other options that may better suit your needs.”

Avoid Overusing “Unfortunately” in Business Communications

Firstly, overusing “unfortunately” makes your professional emails sound monotonous and mechanical. To begin with, diversifying your language actively improves email etiquette. Moreover, it enhances your ability to connect with recipients on a more personal level. Instead, use this list of formal alternatives to broaden your vocabulary. Consequently, it will help keep your communications fresh, respectful, and engaging.

Ultimately, this approach fosters better rapport and understanding. Thus, you’ll find that varying your phrasing can make a significant difference. Finally, always aim for thoughtful, polished communication.

Conclusion

Navigating formal language in business communications can be tricky, especially when delivering negative news. Using “unfortunately” is common and acceptable, but there are many synonyms for unfortunately that can add a touch of professionalism and empathy to your messages.

For instance, from regrettably to I deeply regret having to tell you, each phrase serves its purpose depending on the context and tone you want to convey. Moreover, by diversifying your vocabulary, you ensure that your professional emails remain clear, polished, and considerate. Ultimately, this approach enhances the overall quality of your communication.