Finding the right words to communicate in a formal email is essential for building relationships and showing empathy, especially when delivering bad news or disappointing information.
“By choosing words carefully, you can express warmth and consideration, making the recipient feel respected and understood. In this article, we will explore 30 thoughtful alternatives to the word “unfortunately,” along with explanations, examples, and tips for using them in your emails. These alternatives will help you sound more personal, professional, and compassionate.”
What Does “Unfortunately” Mean?
“Unfortunately” is commonly used to express regret or sorrow about something that has gone wrong or is unfavorable. It often appears when you need to share disappointing or bad news, indicating that the situation is beyond your control.
Example:
“Unfortunately, we are unable to meet your request at this time.”
While it conveys the intended message, using “unfortunately” too often can sound a bit impersonal or blunt. This is why exploring other ways to express regret can improve your tone and make your email feel more empathetic.
Is It Professional/Polite to Say “Unfortunately”?
Yes, “unfortunately” is polite and professional in most contexts. However, overuse can make your emails feel less warm. By switching to more empathetic phrases, you can maintain professionalism while sounding more considerate.
Advantages and Disadvantages of Saying “Unfortunately”
Advantages:
- Clearly conveys regret or bad news.
- A common, easily understood word.
- Short and direct.
Disadvantages:
- Can sound overly blunt or harsh.
- Repeated use may create a negative tone.
- Lacks empathy or warmth.
Full List of 30 Alternatives to “Unfortunately” in a Formal Email:
- Regrettably
- Sadly
- It’s With Regret
- I’m Afraid
- Unfortunately, It Appears
- Disappointingly
- I’m Sorry to Say
- Regretfully
- It Is With Regret That
- Unhappily
- Alas
- Lamentably
- With Sorrow
- We Are Disheartened to Inform You
- With Deep Regret
- It Is With a Heavy Heart
- I Must Express My Regret
- With Great Regret
- To Our Disappointment
- Regrettable as It Is
- It Is Regrettable
- It Is with Disappointment
- We Regret to Inform
- I’m Sorry to Report
- Regrettably, We Must
- I Must Regrettably Inform You
- Unfortunately, We Find Ourselves in a Position Where
- It Is with Some Regret
- It Saddens Me to Inform
- We Are Disappointed to Share
1. Regrettably
Meaning: Expressing sorrow or disappointment about something that has occurred.
Definition: A polite way to show that you regret a situation, often used in formal contexts.
Detailed Explanation: “Regrettably” is a softer alternative to “unfortunately” that conveys sympathy. It acknowledges the disappointment without sounding too curt.
Scenario Example:
“Regrettably, we cannot accommodate your request at this time.”
Best Use: When you want to maintain a formal tone but express more empathy than “unfortunately.”
Tone: Professional, empathetic.
2. Sadly
Meaning: Expressing sorrow or a sense of loss.
Definition: A softer way of saying “unfortunately,” adding a touch of compassion.
Detailed Explanation: “Sadly” carries a more personal, heartfelt tone, ideal when you want to sound more human and less robotic.
Scenario Example:
“Sadly, the event has been postponed.”
Best Use: When you want to show empathy for an unfortunate event or situation.
Tone: Empathetic, warm.
3. It’s With Regret
Meaning: Signaling that you are sorry to inform the recipient of something disappointing.
Definition: A formal phrase used to introduce bad news in a respectful and compassionate manner.
Detailed Explanation: This phrase is a polite way to present unfortunate news, emphasizing that you are personally affected by the outcome.
Scenario Example:
“It’s with regret that I inform you we cannot proceed with your application.”
Best Use: When you want to soften the blow of bad news while keeping the tone respectful.
Tone: Formal, sympathetic.
4. I’m Afraid
Meaning: A gentle way to introduce bad news, typically used in formal settings.
Definition: A polite and less direct way to indicate that something unfavorable has happened.
Detailed Explanation: This expression is often used to introduce difficult or uncomfortable information, and it softens the impact.
Scenario Example:
“I’m afraid we will need to reschedule our meeting.”
Best Use: When you want to maintain professionalism while showing empathy.
Tone: Polite, considerate.
5. Unfortunately, It Appears
Meaning: A formal way to express that something is not going as expected.
Definition: A way of showing that something unfavorable has occurred, using a softer tone.
Detailed Explanation: This phrase allows you to express regret without being too blunt, indicating that the situation isn’t final.
Scenario Example:
“Unfortunately, it appears that the project timeline will be delayed.”
Best Use: When you want to indicate something unfavorable but still offer room for possible resolution.
Tone: Formal, neutral.
6. Disappointingly
Meaning: Acknowledging that something has not met expectations or hopes.
Definition: A phrase used to express that an outcome is less than desired.
Detailed Explanation: “Disappointingly” is a slightly more emotional alternative to “unfortunately,” conveying a sense of personal disappointment.
Scenario Example:
“Disappointingly, we are unable to offer you the position at this time.”
Best Use: When you want to acknowledge the disappointment and show empathy.
Tone: Sympathetic, empathetic.
7. I’m Sorry to Say
Meaning: A phrase used to introduce bad news with an apology.
Definition: This phrase indicates regret and apology before delivering unfavorable information.
Detailed Explanation: It helps to soften the impact of negative news, showing that you are genuinely sorry for the situation.
Scenario Example:
“I’m sorry to say that we won’t be able to fulfill your request.”
Best Use: When you want to express genuine regret in a polite, formal way.
Tone: Polite, apologetic.
8. Regretfully
Meaning: Another variation of “regrettably,” expressing sorrow for a situation.
Definition: Used to communicate that something negative has occurred, while maintaining a professional tone.
Detailed Explanation: “Regretfully” can be used interchangeably with “regrettably” and is suitable for formal contexts when you want to sound compassionate.
Scenario Example:
“Regretfully, we must cancel the meeting scheduled for next week.”
Best Use: When you want to show regret and maintain a formal tone.
Tone: Professional, respectful.
9. It Is With Regret That
Meaning: A formal, apologetic way to deliver bad news.
Definition: A phrase that highlights the speaker’s remorse about a situation.
Detailed Explanation: It adds a sense of sincerity to the message, signaling that the news is personally regrettable.
Scenario Example:
“It is with regret that we inform you your application was not successful.”
Best Use: In formal communications, when you want to express regret with empathy.
Tone: Formal, considerate.
10. Unhappily
Meaning: Expressing that something has turned out in a way that is disappointing or unfortunate.
Definition: A less formal but still respectful way of indicating bad news.
Detailed Explanation: “Unhappily” conveys a personal sense of regret or sorrow, making it a warmer choice than “unfortunately.”
Scenario Example:
“Unhappily, we were unable to meet your expectations.”
Best Use: When you want to soften a negative message while maintaining formality.
Tone: Polite, empathetic.
11. Alas
Meaning: A poetic and somewhat old-fashioned way of expressing regret or disappointment.
Definition: Used to convey sorrow or lamentation over something unfortunate.
Detailed Explanation: “Alas” is often used in literary contexts, but can add a touch of elegance or formality to your email. It implies a sense of inevitability and is more dramatic than “unfortunately.”
Scenario Example:
“Alas, we are unable to proceed with the current plan.”
Best Use: When you want to inject a slightly formal or expressive tone into your message.
Tone: Formal, somewhat dramatic.
12. Lamentably
Meaning: Used to express sorrow or disappointment in a formal or sincere manner.
Definition: A word that carries a heavier sense of regret, suggesting that the situation is unfortunate and regrettable.
Detailed Explanation: “Lamentably” provides a more serious tone than “unfortunately,” emphasizing sorrow over the situation.
Scenario Example:
“Lamentably, we cannot accommodate your request at this time.”
Best Use: When the situation requires a more weighty or serious expression of regret.
Tone: Serious, respectful.
13. With Sorrow
Meaning: Expressing sadness or regret over a particular situation.
Definition: A phrase that emphasizes genuine sadness or emotional regret.
Detailed Explanation: “With sorrow” is ideal for formal communication where you want to show that you are personally affected by the bad news. It’s softer and more emotional than “unfortunately.”
Scenario Example:
“With sorrow, we must inform you that the event has been canceled.”
Best Use: When delivering disappointing news that you feel genuinely sorry about.
Tone: Compassionate, empathetic.
14. We Are Disheartened to Inform You
Meaning: A formal expression of regret, showing that the news is emotionally disappointing.
Definition: This phrase emphasizes the emotional weight of the situation, indicating that the speaker is personally affected by the bad news.
Detailed Explanation: “We are disheartened to inform you” expresses that the situation is not just inconvenient, but truly disheartening.
Scenario Example:
“We are disheartened to inform you that we are unable to offer you the position at this time.”
Best Use: When delivering particularly disappointing news and wanting to show genuine concern.
Tone: Formal, empathetic.
15. With Deep Regret
Meaning: A stronger expression of regret or sorrow, often used in formal situations.
Definition: This phrase conveys a deep sense of personal disappointment about a situation.
Detailed Explanation: “With deep regret” carries an emotional weight, indicating that the news being shared is significantly unfortunate.
Scenario Example:
“With deep regret, we must cancel the event scheduled for next week.”
Best Use: When you want to emphasize the severity of the bad news.
Tone: Formal, empathetic, serious.
16. It Is With a Heavy Heart
Meaning: A phrase used to convey significant sadness or regret.
Definition: This expression signals that you are emotionally burdened by the news you are sharing.
Detailed Explanation: “With a heavy heart” is often used in situations where the news is deeply disappointing or emotionally difficult for the sender as well as the recipient.
Scenario Example:
“It is with a heavy heart that we inform you we cannot fulfill your request.”
Best Use: When the situation is especially emotional or challenging.
Tone: Empathetic, serious.
17. I Must Express My Regret
Meaning: A formal, respectful way to introduce an expression of regret.
Definition: A phrase that signals both formality and sincerity in delivering unfortunate news.
Detailed Explanation: This phrase puts the emphasis on your personal regret about the situation, making it more empathetic than simply stating the facts.
Scenario Example:
“I must express my regret that we are unable to continue with your project at this time.”
Best Use: When you want to soften bad news and show that you are personally sorry.
Tone: Formal, empathetic.
18. With Great Regret
Meaning: A slightly stronger expression of regret than “with deep regret.”
Definition: This phrase emphasizes the emotional depth of the regret being felt by the speaker.
Detailed Explanation: “With great regret” makes the sender’s feelings of disappointment more pronounced, often used in situations where the outcome is particularly unfortunate.
Scenario Example:
“With great regret, we must inform you that your application was not successful.”
Best Use: When the news is particularly disappointing or difficult to share.
Tone: Formal, sincere.
19. To Our Disappointment
Meaning: A phrase used to express that something disappointing has occurred.
Definition: A more neutral way to express that something did not go as expected, but with a sense of shared disappointment.
Detailed Explanation: “To our disappointment” can help convey that the bad news is equally regrettable for the sender, making it feel more personal.
Scenario Example:
“To our disappointment, the product was not available as promised.”
Best Use: When you want to acknowledge shared disappointment between the sender and recipient.
Tone: Neutral, empathetic.
20. Regrettable as It Is
Meaning: A formal way of acknowledging an unfortunate situation.
Definition: Used to emphasize that something is regretful or disappointing, often implying that it cannot be changed.
Detailed Explanation: This phrase highlights the inevitability of the situation while showing empathy and respect.
Scenario Example:
“Regrettable as it is, we are unable to offer you the terms you requested.”
Best Use: When acknowledging an unavoidable or unfortunate outcome while remaining polite.
Tone: Formal, considerate.
21. It Is Regrettable
Meaning: A formal expression of sorrow or disappointment about a situation.
Definition: Used to convey that a situation is unfortunate or disappointing.
Detailed Explanation: “It is regrettable” is a slightly less emotional but still formal way of acknowledging a negative outcome. It expresses regret while keeping the tone professional.
Scenario Example:
“It is regrettable that we are unable to offer you a position at this time.”
Best Use: When you want to express formal regret without sounding overly emotional.
Tone: Formal, neutral.
22. It Is with Disappointment
Meaning: An expression of regret or dissatisfaction about a situation.
Definition: A phrase that indicates the speaker feels a sense of loss or dissatisfaction due to the situation.
Detailed Explanation: “It is with disappointment” places emphasis on the emotional impact of the news and conveys that the news is not just inconvenient but personally disappointing.
Scenario Example:
“It is with disappointment that we must inform you of the delay.”
Best Use: When the situation is disappointing to both the sender and recipient, and you want to convey shared regret.
Tone: Formal, sincere.
Read More: Other Ways to Say “Unfortunately” in A Formal Email (With Examples)
23. We Regret to Inform
Meaning: A formal and polite way of delivering bad news.
Definition: A traditional phrase used to introduce regretful news, typically in formal or business communications.
Detailed Explanation: “We regret to inform” is a classic way of softening the impact of disappointing news while maintaining professionalism.
Scenario Example:
“We regret to inform you that your request has been declined.”
Best Use: In professional contexts where the message needs to be direct but still polite.
Tone: Formal, professional.
24. I’m Sorry to Report
Meaning: A phrase used to express apology before delivering bad news or an unfavorable report.
Definition: A polite way to introduce unfortunate news with an element of personal regret.
Detailed Explanation: This expression helps soften the blow of bad news, indicating that the speaker is personally disappointed by the outcome.
Scenario Example:
“I’m sorry to report that your application was unsuccessful.”
Best Use: When you need to express regret while maintaining a formal tone, often in reports or official communications.
Tone: Polite, empathetic.
25. Regrettably, We Must
Meaning: A formal expression of regret, often used to announce something negative or undesirable.
Definition: A phrase used to convey that something disappointing is necessary, often followed by an action or decision.
Detailed Explanation: “Regrettably, we must” is typically used to introduce actions or decisions that are unfavorable but unavoidable.
Scenario Example:
“Regrettably, we must cancel your subscription due to non-payment.”
Best Use: When informing the recipient of an unavoidable decision that is disappointing.
Tone: Formal, respectful.
26. I Must Regrettably Inform You
Meaning: A formal and sincere way to deliver bad news.
Definition: A polite and somewhat empathetic phrase used to express regret before sharing disappointing news.
Detailed Explanation: This expression is formal and compassionate, offering a polite preface to unfortunate information.
Scenario Example:
“I must regrettably inform you that we cannot accommodate your request at this time.”
Best Use: When you want to soften the delivery of difficult news and maintain professionalism.
Tone: Formal, sincere.
27. Unfortunately, We Find Ourselves in a Position Where
Meaning: A formal, indirect way of expressing that something disappointing has happened.
Definition: This phrase introduces a regrettable situation, often implying that the speaker has no choice but to deliver bad news.
Detailed Explanation: By saying “we find ourselves in a position where,” you acknowledge that the situation is beyond your control and is not something you wish to communicate.
Scenario Example:
“Unfortunately, we find ourselves in a position where we must delay the project.”
Best Use: When you want to sound empathetic while acknowledging that the situation is out of your hands.
Tone: Formal, considerate.
28. It Is with Some Regret
Meaning: A slightly less formal way to express disappointment or regret about a situation.
Definition: This phrase is used when the situation is unfortunate but not as severe as others, indicating a sense of regret.
Detailed Explanation: “With some regret” softens the impact slightly, making it a good choice for less emotionally intense situations.
Scenario Example:
“It is with some regret that we must inform you of the change in plans.”
Best Use: When delivering bad news that is disappointing, but not devastating.
Tone: Polite, formal.
29. It Saddens Me to Inform
Meaning: A more personal and emotionally charged way of delivering bad news.
Definition: This phrase conveys a deep personal sense of sadness, making it more empathetic than other alternatives.
Detailed Explanation: “It saddens me to inform” expresses that the sender feels personally affected by the bad news, adding emotional weight to the message.
Scenario Example:
“It saddens me to inform you that we will no longer be able to proceed with your project.”
Best Use: When you want to convey both personal regret and empathy in a formal context.
Tone: Warm, empathetic, sincere.
30. We Are Disappointed to Share
Meaning: A formal, yet empathetic way to introduce disappointing news.
Definition: A phrase that emphasizes both the speaker’s and the recipient’s sense of disappointment, conveying that the news is shared regretfully.
Detailed Explanation: “We are disappointed to share” allows for a softer tone while still conveying that the news is unwelcome. It shows that the decision or outcome was not what was hoped for.
Scenario Example:
“We are disappointed to share that your proposal has not been accepted.”
Best Use: When you want to express regret and disappointment in a professional, respectful way.
Tone: Empathetic, formal.
Conclusion
Finding the right words to deliver bad news is crucial to maintaining positive relationships, especially in a formal setting. By using alternatives to “unfortunately,” you can soften the blow, express empathy, and maintain a professional yet compassionate tone.
These 30 alternatives offer a range of ways to convey regret, from formal and neutral to warm and personal. With these phrases, you’ll be able to express your messages with care and consideration, ensuring that your communication is as thoughtful as it is professional.
Lexy Summer is a talented writer with a deep passion for the art of language and storytelling. With a background in editing and content creation, Lexy has honed her skills in crafting clear, engaging, and grammatically flawless writing.
