In professional communications, finding the right words to deliver bad news can be tricky. “Unfortunately” often comes to mind, but overusing it can make your message sound repetitive and less impactful.
Let’s explore twenty polished formal alternatives that’ll help you convey negative news with grace and professionalism.
Is It Professional to Use “Unfortunately” in Formal Emails?
While “unfortunately” isn’t inherently unprofessional, it’s a word that’s easy to overuse. In formal email writing, variety is key for maintaining a polished tone.
Overusing “unfortunately” can make your message sound formulaic or insincere. That said, using it occasionally is perfectly acceptable. The key lies in knowing when to use it and when to opt for alternatives.
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20 Fresh alternatives to use instead of saying “Unfortunately”
Now, let’s dive into those alternatives!
- Regrettably
- Unfortunately
- I regret to inform you
- We’re sorry to say
- It is with regret that
- I’m afraid that
- To our disappointment
- Sadly
- We regret to advise
- It’s unfortunate that
- We must inform you
- It is with disappointment that
- We’re in the unfortunate position of having to
- Much to our chagrin
- We regret to say
- I’m disheartened to report
- To our dismay
- It pains me to say
- We find ourselves in the regrettable situation of
- Contrary to our hopes
1. Regrettably
“Regrettably” conveys a sense of disappointment while maintaining a formal tone. It’s perfect for situations where you want to acknowledge disappointment without sounding too casual.
Example: Project Delay Notification
Subject: Project Timeline Update
Dear Mr. Thompson,
Regrettably, I must inform you that our project timeline has been extended by two weeks due to unforeseen supply chain issues. We’re working diligently to minimize any further delays.
2. Unfortunately
Yes, we’re including “unfortunately” in this list because it’s still a valid option when used sparingly. The key is not to overuse it.
Example: Conference Registration Closure
Subject: Conference Registration Update
Hello Dr. Chen,
Unfortunately, the registration for the Annual Biotech Conference has closed. We reached maximum capacity earlier than anticipated due to overwhelming interest.
3. I regret to inform you
This phrase adds a personal touch to delivering disappointing updates, showing that you genuinely care about the news you’re sharing.
Example: Job Application Rejection
Subject: Regarding Your Recent Application
Dear Ms. Rodriguez,
I regret to inform you that we’ve decided to move forward with other candidates for the Marketing Manager position. Your qualifications were impressive, but we had an exceptionally competitive applicant pool this year.
4. We’re sorry to say
This alternative strikes a balance between formality and empathy, making it suitable for a wide range of professional communications.
Example: Event Cancellation Notice
Subject: Important Update: Annual Gala
Dear Valued Sponsor,
We’re sorry to say that this year’s Annual Charity Gala has been canceled due to unforeseen circumstances. We understand this news may be disappointing and appreciate your continued support.
5. It is with regret that
This phrase sets a formal tone right from the start, making it suitable for very official or somber announcements in a business email.
Example: Branch Closure Announcement
Subject: Important Company Update
Dear Team,
It is with regret that we announce the closure of our downtown branch, effective next month. This decision wasn’t made lightly and comes after careful consideration of our long-term business strategy.
6. I’m afraid that
This expression softens the blow of bad news by introducing a note of personal concern, making it ideal for situations requiring a touch of empathy in formal settings.
Example: Meeting Rescheduling
Subject: Change in Meeting Schedule
Hello Mr. Patel,
I’m afraid that we need to reschedule our quarterly review meeting. An urgent client situation has arisen that requires immediate attention.
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7. To our disappointment
This phrase acknowledges shared disappointment, making it useful when the negative news affects both the sender and the recipient.
Example: Product Launch Delay
Subject: Product Launch Update
Dear Valued Retailers,
To our disappointment, the launch of our new smartphone model will be delayed by one month. Quality control issues have necessitated additional testing to ensure we deliver the superior product our customers expect.
8. Sadly
While “sadly” might seem informal at first glance, it can be effectively used in professional contexts to convey genuine regret.
Example: Team Member Departure
Subject: Team Update
Dear colleagues,
Sadly, I must announce that our esteemed team member, Sarah Johnson, will be leaving the company at the end of this month to pursue other opportunities.
9. We regret to advise
This formal alternative is particularly useful in customer service contexts or when delivering official notices.
Example: Service Interruption Notice
Subject: Important Service Update
Dear Valued Customer,
We regret to advise that our online banking services will be unavailable this Saturday from 2 AM to 6 AM due to essential system upgrades.
10. It’s unfortunate that
This phrase allows you to use a form of “unfortunately” while varying your sentence structure, helping to avoid repetition in longer communications.
Example: Proposal Rejection
Subject: Regarding Your Recent Proposal
Dear Mr. Yamamoto,
Thank you for submitting your innovative proposal for our eco-friendly packaging initiative. It’s unfortunate that we cannot proceed with your suggestion at this time due to budget constraints.
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11. We must inform you
This phrase sets a formal tone while maintaining a sense of objectivity, making it suitable for official announcements or updates in a business email context.
Example: Policy Change Notification
Subject: Important Policy Update
Dear Valued Employee,
We must inform you that our company’s remote work policy will be revised effective next quarter. The new guidelines aim to balance flexibility with in-office collaboration.
12. It is with disappointment that
This expression conveys a sense of shared disappointment, making it appropriate for situations where both parties are affected by the negative news.
Example: Contract Termination Notice
Subject: Regarding Our Partnership Agreement
Dear Mr. Blackwell,
It is with disappointment that we must terminate our current partnership agreement. Market conditions have shifted dramatically, necessitating this difficult decision.
13. We’re in the unfortunate position of having to
This phrase acknowledges the challenging nature of the situation while maintaining professionalism. It’s particularly useful when delivering disappointing updates that require action.
Example: Budget Cut Announcement
Subject: Department Budget Update
Hello Team,
We’re in the unfortunate position of having to reduce our department’s budget by 15% for the upcoming fiscal year. This decision comes after careful consideration of company-wide financial projections.
14. Much to our chagrin
While slightly more formal, this phrase expresses disappointment with a touch of sophistication, making it suitable for high-level professional communications.
Example: Missed Deadline Notification
Subject: Project Status Update
Dear Dr. Saunders,
Much to our chagrin, we’ve missed our initial deadline for the research paper submission. Unexpected complications in data analysis have led to this delay.
15. We regret to say
This alternative combines regret with a conversational tone, striking a balance between formality and approachability in your formal email.
Example: Event Postponement
Subject: Annual Conference Update
Dear Conference Attendees,
We regret to say that this year’s Annual Tech Innovation Conference will be postponed until further notice due to unforeseen circumstances.
16. I’m disheartened to report
This phrase adds a personal touch to your message, conveying genuine disappointment while maintaining professionalism.
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Example: Sales Performance Update
Subject: Quarterly Sales Report
Dear Sales Team,
I’m disheartened to report that we’ve fallen short of our Q3 sales targets by 20%. We’ll need to regroup and strategize for a stronger Q4 performance.
17. To our dismay
This expression conveys a strong sense of disappointment while keeping the tone formal and suitable for professional settings.
Example: Product Recall Notice
Subject: Urgent: Product Recall
Dear Valued Customer,
To our dismay, we’ve discovered a potential safety issue with our latest model of electric kettles. We’re initiating an immediate recall of all units sold in the past month.
18. It pains me to say
While slightly more emotive, this phrase can be effectively used in professional contexts to convey genuine regret, especially when delivering personal news.
Example: Retirement Announcement
Subject: Important Team Announcement
Dear Colleagues,
It pains me to say that our beloved team leader, Janet Smith, will be retiring at the end of this quarter after 30 years of dedicated service.
19. We find ourselves in the regrettable situation of
This longer phrase is perfect for formal situations where you need to explain a complex or sensitive issue in your business email.
Example: Merger Cancellation Notice
Subject: Update on Proposed Merger
Dear Shareholders,
We find ourselves in the regrettable situation of having to cancel the proposed merger with XYZ Corp. Regulatory hurdles have proven insurmountable at this time.
20. Contrary to our hopes
This expression acknowledges previous positive expectations, making it suitable for situations where plans or projections haven’t materialized as anticipated.
Example: Project Cancellation Notice
Subject: Status of Project Phoenix
Dear Project Team,
Contrary to our hopes, Project Phoenix will not be moving forward into the development phase. Budget reallocations have necessitated this difficult decision.
Final Words
Remember, the key to effective communication isn’t just in the words you choose, but also in how you frame the message. Whenever possible, follow up negative news with potential solutions or positive outlooks.
This approach helps maintain a constructive tone in your professional communications, even when the news isn’t ideal.
By expanding your vocabulary and applying these alternatives thoughtfully, you’ll elevate your formal email writing, ensuring your messages are always clear, professional, and impactful.
Brad Hook is the insightful admin and writer who brings depth and clarity to the world of synonyms. With a talent for making words accessible and engaging, he inspires readers to expand their vocabulary and explore language’s nuances. Brad’s writing helps others communicate more effectively and creatively every day.
