Delivering bad news in professional emails is never easy, but it’s an essential part of business communications. While “unfortunately” is a common term used to convey disappointment, it can sometimes feel overused or lack the professional tone needed for sensitive messages.
Varying your language and finding formal alternatives not only enhances your email etiquette but also helps you deliver negative updates with tact, empathy, and professionalism. Here, we’ll explore alternatives to “unfortunately” that can be used to deliver bad news in a more polished and diplomatic manner. Each alternative includes a scenario example to show you how to incorporate it seamlessly into your professional communication.
Is It Professional to Say “Unfortunately”?
Using “unfortunately” in a professional email is not unprofessional, but relying on it too frequently can sound passive-aggressive or repetitive. In formal business communications, finding a more thoughtful language to express regret or disappointment can make your message more empathetic and solution-oriented.
For instance:
Example:
Dear HR Team,
Unfortunately, I will not be able to attend tomorrow’s meeting. I apologize for the inconvenience.
Best regards,
Michael
While the above message is clear and concise, it may come across as unoriginal, especially if you use “unfortunately” often. There are polished phrases that can add professionalism and sincerity to the email without losing its essence.
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1. Regrettably
“Regrettably” is one of the most common and versatile replacements for “unfortunately.” It strikes a perfect balance between formal and empathetic, making it ideal for most business communications.
Example:
Dear Ms. Taylor,
Regrettably, we will not be able to proceed with the project as planned due to budget constraints. Please feel free to reach out for further clarification.
Sincerely,
Anna
2. Sadly
“Sadly” conveys empathy and compassion. It’s a more emotional word, best used in professional emails that address disappointing news on a more personal level.
Example:
Dear Mr. Thompson,
Sadly, your request for a project extension has been denied due to time limitations. We truly appreciate your efforts and understanding.
Best regards,
James
3. With Regret
“With regret” provides a formal tone while still expressing sympathy for the bad news being delivered. It’s an excellent choice when you want to sound sincere and respectful.
Example:
Dear Mrs. Franklin,
With regret, we inform you that your application for the grant has not been approved. We encourage you to apply again next year, and we wish you the best in your future endeavors.
Sincerely,
Charlotte
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4. To My Dismay
“To my dismay” introduces a stronger element of surprise or shock, making it ideal for unexpected negative updates.
Example:
Dear Mr. Collins,
To my dismay, we have encountered a technical error that will delay the product launch. Our team is working diligently to resolve the issue, and we will provide updates as they become available.
Best regards,
David
5. I’m Afraid
“I’m afraid” sounds formal but also takes responsibility for delivering bad news. It’s a gentle way to acknowledge disappointment without sounding too harsh.
Example:
Dear Ms. Carter,
I’m afraid the meeting scheduled for Friday has been postponed due to unforeseen circumstances. We apologize for any inconvenience and will notify you of the new date soon.
Sincerely,
Rebecca
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6. It Is with Regret That I Must Inform You
For highly formal communications, “It is with regret that I must inform you” is ideal. This phrase is commonly used when delivering serious news that requires a personal touch.
Example:
Dear Mr. Roberts,
It is with regret that I must inform you that your department will undergo restructuring, and some positions will be eliminated. We value your contributions and will assist you in the transition process.
Best regards,
Elizabeth
7. I’m Sorry to Say
“I’m sorry to say” adds a personal element to bad news. It works well when the sender has a close working relationship with the recipient.
Example:
Dear Mr. Anderson,
I’m sorry to say that your proposal was not selected for the next phase of the project. However, we appreciate your efforts and look forward to future collaborations.
Best regards,
Nicole
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8. Much to My Disappointment
“Much to my disappointment” conveys the personal disappointment of the sender, emphasizing that the bad news is not an easy decision.
Example:
Dear Ms. Parker,
Much to my disappointment, the client has decided to move forward with a different vendor for this project. We appreciate your hard work and encourage you to stay connected for future opportunities.
Sincerely,
Henry
9. It Pains Me to Tell You
This phrase is more emotional and should be used in situations where the negative update has a significant impact on the recipient.
Example:
Dear Mr. Green,
It pains me to tell you that your team’s contract will not be renewed next year. We understand that this is difficult news and will do everything we can to assist in this transition.
Sincerely,
Olivia
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10. I Deeply Regret
“I deeply regret” is a highly formal alternative reserved for moments where sincere remorse needs to be conveyed.
Example:
Dear Ms. Lee,
I deeply regret that our company will not be able to sponsor your event this year. We have appreciated our past collaboration and hope to partner with you in the future.
Best regards,
Daniel
11. Unfortunately
Although we’re exploring alternatives, “unfortunately” still holds its place in professional communication when used sparingly and in the right context.
Example:
Dear Mr. Evans,
Unfortunately, we must postpone the workshop until further notice. Thank you for your understanding.
Best regards,
Natalie
12. I’m Afraid That
A softer and slightly more conversational tone than the formal alternatives, “I’m afraid that” serves as a middle ground between formality and empathy.
Example:
Dear Ms. Roberts,
I’m afraid that due to current company policy, we are unable to approve additional vacation time at this point. We apologize for the inconvenience.
Kind regards,
Sara
13. It Is with Sadness
This phrase combines formality with a personal tone and works well when delivering sensitive news, especially when emotions are involved.
Example:
Dear Mr. Johnson,
It is with sadness that I inform you of the passing of our long-time colleague, Mr. Harrison. He will be greatly missed by everyone in the company.
Best regards,
William
14. Unfortunately, At This Time
This variation of “unfortunately” adds specificity and sounds a bit more polished for business communications.
Example:
Dear Ms. Peterson,
Unfortunately, at this time, we are unable to proceed with the transaction due to regulatory changes. We hope to revisit this discussion once the situation has stabilized.
Kind regards,
Mark
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15. Sadly, I Must Decline
Another emotional variation, this phrase helps to express regret when turning down requests or invitations.
Example:
Dear Mr. Williams,
Sadly, I must decline your kind invitation to the conference due to a prior commitment. I wish you a successful event.
Best regards,
Amanda
Table of Synonyms for “Unfortunately”
| Synonym | Example Situation |
|---|---|
| Regrettably | Order cannot be fulfilled |
| Sadly | Internship application not accepted |
| With regret | Appointment rescheduled |
| To my dismay | Technical issue impacting service |
| I’m afraid | Meeting postponed |
| It is with regret that I must… | Contract termination |
| I’m sorry to say | Proposal not selected |
| Much to my disappointment | Client chose a different vendor |
| It pains me to tell you | Contract not renewed |
| I deeply regret | Unable to sponsor event |
| Unfortunately | Workshop postponed |
| I’m afraid that | Additional vacation time denied |
| It is with sadness | Announcing a colleague’s passing |
| Unfortunately, at this time | Unable to proceed with transaction |
| Sadly, I must decline | Unable to attend conference |
Kyren Paul is an experienced blogger and the creative mind behind “Grammar Vibe.” With a passion for the nuances of English grammar, he brings clarity and insight to everyday language topics, making grammar accessible and engaging for readers of all levels.
