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

Finding the right words to express disappointment or regret can make all the difference in how your email is received. Saying “Unfortunately” is common in formal writing, but overusing it may make your tone sound mechanical or overly negative.

That’s why learning other ways to say “Unfortunately” helps you sound more empathetic, human, and respectful — especially when you need to deliver bad news, reject a request, or share an inconvenient update. Below are 30 thoughtful alternatives that show sincerity while maintaining professionalism.

What Does “Unfortunately” Mean?

The word “Unfortunately” is used to express regret, disappointment, or an unfavorable outcome. It softens bad news and signals empathy, letting the reader know you recognize the inconvenience or sadness behind the message.

Example:

Unfortunately, we can’t proceed with your application at this time.

Meaning: You’re expressing regret about an outcome you cannot change.

Is It Professional/Polite to Say “Unfortunately”?

Yes, “Unfortunately” is polite and professional when used appropriately. It’s a formal adverb that helps soften negative news in emails or letters.

However, when used too frequently, it can sound cold or repetitive. That’s why switching to alternatives can make your communication sound fresher and more compassionate.

Pros and Cons of Using “Unfortunately”

Pros:

• Maintains professionalism in formal writing.
  
• Conveys empathy and awareness of impact.
  
• Softens harsh news or rejection.
  

Cons:

• Overused and can feel robotic.
  
• Sometimes too formal for casual settings.
  
• May weaken sincerity if used excessively.

Synonyms For “Unfortunately”

1. Regrettably
2. Sadly
3. I’m Afraid
4. With Regret
5. It’s Unfortunate That
6. I’m Sorry to Say
7. I Regret to Inform You
8. To My Regret
9. I Must Inform You That
10. We Regret to Advise
11. It Appears That
12. I Wish I Had Better News
13. I’m Disappointed to Report
14. It’s Disheartening That
15. It Seems That
16. I Hate to Bring This Up
17. It’s a Pity That
18. It Saddens Me to Say
19. I’m Sorry to Report
20. It’s a Shame That
21. I Wish Things Were Different
22. It Turns Out That
23. I’m Sorry to Inform You
24. Unfortunately, I Must Mention
25. I’m Disheartened to Share
26. I’m Sorry to Announce
27. I Wish I Could Say Otherwise
28. I Regret Having to Say
29. I Wish to Convey My Regret
30. It’s With a Heavy Heart That

1. Regrettably

Definition: Expressing sadness or remorse about something undesirable.
Explanation: A slightly more formal and emotional synonym for “unfortunately.”
Scenario Example:

Regrettably, we won’t be able to approve your refund request this time.
Best Use: Use in formal or diplomatic business communication.
Tone: Polite, sincere.
Additional Notes: Perfect for corporate or academic correspondence.

2. Sadly

Definition: Indicates emotional disappointment.
Explanation: Adds a touch of personal emotion without losing professionalism.
Scenario Example:

Sadly, our schedules don’t align this quarter.
Best Use: When writing to clients or colleagues you have rapport with.
Tone: Warm, empathetic.
Additional Notes: Softer and more human than “unfortunately.”

3. I’m Afraid

Definition: A polite way to introduce bad news.
Explanation: Common in British English, making messages sound humble and courteous.
Scenario Example:

I’m afraid we can’t accommodate your request for an extension.
Best Use: Ideal for customer service or gentle refusals.
Tone: Respectful, apologetic.
Additional Notes: Use when you want to sound tactful.

4. With Regret

Definition: Shows sorrow or apology for a negative situation.
Explanation: Slightly formal, often used in written announcements.
Scenario Example:

With regret, we must inform you that the position has been filled.
Best Use: Official notices, HR communications.
Tone: Formal, respectful.
Additional Notes: Suitable for sensitive messages.

5. It’s Unfortunate That

Definition: A neutral phrasing for expressing disappointment.
Explanation: Keeps tone professional and objective.
Scenario Example:

It’s unfortunate that we couldn’t secure funding this quarter.
Best Use: Reports, business memos, or policy updates.
Tone: Neutral, composed.
Additional Notes: Good for balancing emotion and professionalism.

6. I’m Sorry to Say

Definition: Expresses sympathy while delivering negative information.
Explanation: Personal and emotionally considerate.
Scenario Example:

I’m sorry to say that your proposal didn’t meet our requirements.
Best Use: When addressing individuals directly.
Tone: Compassionate, personal.
Additional Notes: Perfect for customer relations or peer communication.

7. I Regret to Inform You

Definition: Formal phrase used to announce disappointing news.
Explanation: Common in HR, legal, or official letters.
Scenario Example:

I regret to inform you that your application has not been successful.
Best Use: Job rejection letters or policy notifications.
Tone: Professional, serious.
Additional Notes: Use sparingly to maintain sincerity.

8. To My Regret

Definition: Expresses personal remorse over an outcome.
Explanation: Adds authenticity to your message.
Scenario Example:

To my regret, I must cancel our meeting tomorrow.
Best Use: Personal professional emails.
Tone: Genuine, apologetic.
Additional Notes: Shows emotional involvement.

9. I Must Inform You That

Definition: A direct yet polite way to introduce factual bad news.
Explanation: Clear and formal without emotional excess.
Scenario Example:

I must inform you that your account will be temporarily suspended.
Best Use: When clarity is essential.
Tone: Formal, straightforward.
Additional Notes: Avoid overuse; can sound rigid.

10. We Regret to Advise

Definition: Official expression of regret used in formal correspondence.
Explanation: Common in institutional or legal communications.
Scenario Example:

We regret to advise that the shipment has been delayed.
Best Use: Company announcements or notices.
Tone: Corporate, polite.
Additional Notes: Standard in business letters.

11. It Appears That

Definition: Suggests a conclusion without assigning blame.
Explanation: Keeps tone neutral and avoids sounding harsh.
Scenario Example:

It appears that the documents weren’t received on time.
Best Use: Reporting or analytical writing.
Tone: Neutral, professional.
Additional Notes: Ideal for delicate feedback.

12. I Wish I Had Better News

Definition: Shows personal empathy while sharing negative outcomes.
Explanation: Softens the emotional impact.
Scenario Example:

I wish I had better news, but your request was denied.
Best Use: When speaking to colleagues or clients empathetically.
Tone: Kind, understanding.
Additional Notes: Adds warmth to formal emails.

13. I’m Disappointed to Report

Definition: Expresses mild frustration or sadness about results.
Explanation: Humanizes professional messages.
Scenario Example:

I’m disappointed to report that the project didn’t meet our KPIs.
Best Use: Performance or project updates.
Tone: Honest, sincere.
Additional Notes: Works well in leadership communication.

14. It’s Disheartening That

Definition: Indicates emotional discouragement.
Explanation: Adds emotional depth to formal writing.
Scenario Example:

It’s disheartening that the event had to be postponed.
Best Use: When outcomes affect morale.
Tone: Empathetic, reflective.
Additional Notes: Ideal for internal communication.

15. It Seems That

Definition: Implies realization or discovery of an issue.
Explanation: Softens the presentation of problems.
Scenario Example:

It seems that there’s been a misunderstanding about the schedule.
Best Use: Diplomatic problem-solving emails.
Tone: Neutral, polite.
Additional Notes: Avoids sounding accusatory.

Read This: 30 Other Ways to Say “Please Advise” (With Examples)

16. I Hate to Bring This Up

Definition: Signals reluctance to mention an unpleasant matter.
Explanation: Makes your tone sound considerate and human.
Scenario Example:

I hate to bring this up, but your payment is still pending.
Best Use: Addressing sensitive issues tactfully.
Tone: Gentle, honest.
Additional Notes: Good for informal professional relationships.

17. It’s a Pity That

Definition: Expresses gentle disappointment.
Explanation: Slightly old-fashioned but polite.
Scenario Example:

It’s a pity that we couldn’t collaborate this time.
Best Use: Friendly professional tone.
Tone: Soft, empathetic.
Additional Notes: Use sparingly for variety.

18. It Saddens Me to Say

Definition: Adds emotional sincerity to bad news.
Explanation: Conveys a deep sense of care.
Scenario Example:

It saddens me to say the contract wasn’t renewed.
Best Use: When empathy is crucial.
Tone: Heartfelt, compassionate.
Additional Notes: Use in delicate HR or client contexts.

19. I’m Sorry to Report

Definition: Politely communicates disappointment or negative updates.
Explanation: Combines courtesy with professionalism.
Scenario Example:

I’m sorry to report that we missed the target deadline.
Best Use: Formal reports or team updates.
Tone: Regretful, responsible.
Additional Notes: Pairs well with solutions.

20. It’s a Shame That

Definition: Informal yet polite way to show mild disappointment.
Explanation: Keeps tone conversational.
Scenario Example:

It’s a shame that we couldn’t finalize the deal.
Best Use: Friendly but respectful emails.
Tone: Warm, casual.
Additional Notes: Avoid in overly formal settings.

21. I Wish Things Were Different

Definition: Conveys empathy for an unchangeable situation.
Explanation: Helps show emotional understanding.
Scenario Example:

I wish things were different, but we can’t proceed at this time.
Best Use: Sensitive denials.
Tone: Compassionate, human.
Additional Notes: Good for personal rapport.

22. It Turns Out That

Definition: Indicates discovery of an unforeseen issue.
Explanation: Keeps your tone factual but not harsh.
Scenario Example:

It turns out that the documents weren’t submitted correctly.
Best Use: Reporting or clarifications.
Tone: Calm, explanatory.
Additional Notes: Works well in problem-resolution contexts.

23. I’m Sorry to Inform You

Definition: A formal expression of apology and bad news.
Explanation: Used in direct yet empathetic communication.
Scenario Example:

I’m sorry to inform you that your request was declined.
Best Use: Customer or HR communication.
Tone: Professional, considerate.
Additional Notes: Widely acceptable across industries.

24. Unfortunately, I Must Mention

Definition: Adds emphasis while keeping tone formal.
Explanation: Suitable when highlighting a serious issue.
Scenario Example:

Unfortunately, I must mention that some reports remain pending.
Best Use: When addressing accountability tactfully.
Tone: Firm, respectful.
Additional Notes: Balances authority and empathy.

25. I’m Disheartened to Share

Definition: Conveys sadness or disappointment in an outcome.
Explanation: Stronger emotional undertone than “regrettably.”
Scenario Example:

I’m disheartened to share that the proposal was rejected.
Best Use: When expressing genuine care.
Tone: Sincere, warm.
Additional Notes: Excellent for interpersonal communication.

26. I’m Sorry to Announce

Definition: Formal announcement with empathy.
Explanation: Suited for organizational updates or closures.
Scenario Example:

I’m sorry to announce that the conference has been canceled.
Best Use: Public or company statements.
Tone: Polite, official.
Additional Notes: Use in PR or managerial contexts.

27. I Wish I Could Say Otherwise

Definition: Expresses personal disappointment over facts.
Explanation: Suggests regret without formality overload.
Scenario Example:

I wish I could say otherwise, but the results weren’t favorable.
Best Use: When outcomes are beyond control.
Tone: Honest, sympathetic.
Additional Notes: Adds authenticity to communication.

28. I Regret Having to Say

Definition: Formal and emotionally aware phrase.
Explanation: Slightly softer than “I regret to inform.”
Scenario Example:

I regret having to say that your request cannot be approved.
Best Use: Official replies or rejections.
Tone: Courteous, formal.
Additional Notes: Use for HR or academic letters.

29. I Wish to Convey My Regret

Definition: Expresses sympathy formally.
Explanation: Ideal for respectful closure of discussions.
Scenario Example:

I wish to convey my regret that we couldn’t collaborate this season.
Best Use: Diplomatic correspondence.
Tone: Elegant, formal.
Additional Notes: Adds polish and grace to tone.

30. It’s With a Heavy Heart That

Definition: Deeply emotional way to express sorrow or sympathy.
Explanation: Common in heartfelt or serious communication.
Scenario Example:

It’s with a heavy heart that I inform you of the project’s cancellation.

 Best Use: When writing messages with emotional weight.
Tone: Compassionate, solemn.
Additional Notes: Best for sensitive or impactful news.

Conclusion

Choosing the right words when delivering bad news can transform how your message is received. By replacing “unfortunately” with these thoughtful alternatives, you express empathy, maintain professionalism, and show that you care about the recipient’s feelings.

Every phrase here helps you communicate gracefully, ensuring your emails stay clear yet compassionate — because how you say something often matters more than what you say.

FAQs

1. What can I say instead of “Unfortunately” in a professional email?

 Try “Regrettably,” “With regret,” or “I’m afraid.” These sound polished and sincere.

2. Is “Unfortunately” too negative for business emails?

 Not always, but overuse can sound impersonal. Choose alternatives for warmth.

3. Which alternative is best for formal HR letters?

 Use “I regret to inform you” or “With regret.”

4. What can I use in a friendly professional tone?

 Try “Sadly,” “It’s a shame that,” or “I wish things were different.”

5. Can I use these alternatives in spoken communication too?

 Yes, most of them sound natural in verbal conversations as well.