If you write formal emails often, you’ve probably found yourself typing the word “unfortunately” more times than you’d like. It’s one of those default words we reach for when we have to share bad news, decline a request, or soften a negative statement. But here’s the thing: using it too often can make your writing feel repetitive, impersonal, and even a little cold.
When you’re trying to maintain professionalism, the words you choose matter. The tone of your email can be the difference between leaving the reader feeling respected and understood—or feeling dismissed. “Unfortunately” does its job, but there are other words and phrases that can communicate the same meaning with more variety, warmth, and tact.
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Maybe you’re turning down a job applicant, rejecting a proposal, or informing a client that a request isn’t possible right now. In each of these cases, you want your message to come across as professional and empathetic. Relying too heavily on “unfortunately” can make your emails sound formulaic. Having a richer vocabulary gives you more control over the tone, making your communication more personal and considerate.
In this guide, you’ll discover 10 other ways to say “unfortunately” in a formal email—along with examples, tone tips, and when to use each one. Each alternative is chosen for situations where you need to balance professionalism with sincerity. By the end, you’ll have a toolkit of polished phrases that help you handle even the toughest email situations with confidence.
1. Regrettably
“Regrettably” is a strong and formal alternative to “unfortunately” that conveys a sense of personal disappointment. It works well when you want to acknowledge the negative aspect of the message while still maintaining a professional tone.
The word suggests that you, too, wish the situation were different. It’s particularly useful when you want to show empathy and avoid sounding dismissive. Using “regrettably” signals that you are not only aware of the inconvenience but also sympathetic toward the recipient’s perspective.
Example:
Regrettably, we will not be able to approve your request for additional funding this quarter due to budget constraints.
When to use it:
- Declining requests in a way that feels personal but still formal.
- Announcing a decision that may cause disappointment.
- Communicating with clients, customers, or partners where you need to preserve goodwill.
One important tip when using “regrettably” is to follow it with a short explanation. This prevents the message from feeling abrupt and shows you’re willing to be transparent. For example, instead of simply writing “Regrettably, I cannot attend,” you might say, “Regrettably, I cannot attend due to a scheduling conflict.”
By using this alternative, you keep the email professional yet human, helping the reader understand that the decision wasn’t made lightly.
2. It Is With Regret
This phrase adds an extra layer of formality and is often used in official statements, announcements, or letters. “It is with regret” is especially fitting for situations that require a respectful and measured tone, such as rejecting an application or delivering bad news in a corporate setting.
It’s more formal than “regrettably” and has a slightly ceremonial feel. This makes it appropriate when the situation is significant enough to warrant more gravity in your words.
Example:
It is with regret that I inform you your application was not successful at this time.
When to use it:
- Formal job application responses.
- Corporate announcements or formal letters.
- Sensitive topics requiring dignity and respect.
Using “It is with regret” is best paired with a follow-up that acknowledges the effort, time, or value the recipient contributed. For example, after the above sentence, you could add, “We truly appreciate the time and effort you put into the process, and we encourage you to apply again in the future.”
The key here is to keep the tone warm and appreciative so the message doesn’t come across as cold or purely transactional.
3. Sadly
“Sadly” is a softer, more personal alternative that works best when the relationship between you and the recipient is less formal or when you want to express genuine emotional connection.
It’s not as heavy or ceremonial as “It is with regret,” but it still conveys empathy. It works well when the bad news is disappointing but not overly serious.
Example:
Sadly, we are unable to extend the deadline for submissions this year.
When to use it:
- Messages to colleagues or clients you have an established rapport with.
- Polite declines where the tone can be slightly less formal.
- Announcements that are disappointing but not damaging.
The word “sadly” can help soften the blow by making your tone more conversational and approachable. However, in highly formal corporate or legal contexts, it might feel too casual. Use it in settings where a touch of warmth is appreciated.
By choosing “sadly,” you remind the reader that there’s a human being behind the email, which can go a long way in building trust and rapport.
4. We Regret To Inform You
This phrase is one of the most common formal alternatives to “unfortunately” in business communication. It’s direct yet polite, and it’s especially appropriate for official announcements where clarity is essential.
It works best when the message is part of a formal process, such as admissions, applications, or customer service resolutions.
Example:
We regret to inform you that your reservation has been canceled due to unforeseen circumstances.
When to use it:
- Admissions or job application outcomes.
- Formal rejections or declines.
- Important service updates or cancellations.
One advantage of this phrase is its clarity—it leaves no doubt that the upcoming information is not favorable. To soften its impact, pair it with a supportive or helpful follow-up. For example:
We regret to inform you that we cannot offer you the position at this time. However, we will keep your application on file for future opportunities.
By adding this positive note, you prevent the email from feeling overly final or harsh.
5. I’m Afraid
“I’m afraid” is a conversational but still professional way to replace “unfortunately.” It adds a touch of humility and softens the delivery, making it useful in both formal and semi-formal emails.
Example:
I’m afraid we won’t be able to deliver the order by Friday due to supply delays.
When to use it:
- Communicating with clients in a friendly yet professional way.
- Declining requests while maintaining warmth.
- Situations where a more personal touch is needed.
The phrase works because it shows that you’re not delivering the news casually—you’re acknowledging its inconvenience. It’s especially effective in ongoing client relationships where maintaining goodwill is key.
Pairing “I’m afraid” with a solution or alternative keeps the email constructive. For example:
I’m afraid we can’t meet the original deadline, but we can offer expedited shipping at no extra cost.
This way, you’re balancing the bad news with proactive problem-solving.
6. Regretfully
“Regretfully” is very similar to “regrettably,” but it tends to sound slightly more personal and emotional. It works well in situations where you want to acknowledge the disappointment without sounding overly formal.
Example:
Regretfully, we are unable to process your request at this time.
When to use it:
- Client communications.
- Project updates where delays or changes occur.
- Declining participation in events or initiatives.
The subtle difference between “regrettably” and “regretfully” lies in tone. While “regrettably” focuses more on the situation, “regretfully” focuses more on your personal sentiment about it.
When using “regretfully,” keep your sentences short and clear to avoid making the message sound overly emotional for a business setting.
7. At This Time, We Cannot
This phrase is useful when you want to soften a “no” by making it sound temporary or conditional. It works well when there’s a possibility of revisiting the decision in the future.
Example:
At this time, we cannot approve the budget increase, but we will reassess next quarter.
When to use it:
- Declining requests that might be reconsidered later.
- Communicating temporary limitations.
- Providing a “no” while leaving the door open.
The phrase “at this time” signals that circumstances could change, which can help reduce disappointment. It’s a great way to maintain a positive tone even when delivering unfavorable news.
8. It Is Unfortunate That
“It is unfortunate that” is a slightly more formal twist on “unfortunately,” and it works well in professional emails where you want to sound objective but still empathetic.
Example:
It is unfortunate that we were unable to meet your delivery expectations this time.
When to use it:
- Service-related apologies.
- Professional updates where you want to acknowledge the issue without being overly personal.
- Situations requiring a factual yet understanding tone.
This phrase can be followed by an explanation and a solution to keep the email constructive. For example:
It is unfortunate that we cannot grant an extension, but we would be happy to help you meet the current deadline.
9. Due To [Reason], We Are Unable To
Sometimes the most professional way to deliver bad news is to lead with the reason first. This structure makes the decision feel more logical and less personal.
Example:
Due to scheduling conflicts, we are unable to proceed with the meeting as planned.
When to use it:
- Situations where the reason is clear and objective.
- Communicating with clients, partners, or vendors.
- Declining or rescheduling in a factual manner.
Leading with the reason can help the recipient understand the decision more easily and reduces the feeling of rejection.
10. While We Appreciate [Something], We Cannot
This structure works well when you want to acknowledge effort, time, or quality before delivering the bad news. It makes the recipient feel valued even if their request is being declined.
Example:
While we appreciate your detailed proposal, we cannot move forward with it at this time.
When to use it:
- Declining creative work or proposals.
- Turning down offers while maintaining goodwill.
- Any situation where you want to emphasize appreciation.
This approach is particularly effective in maintaining positive relationships and leaving the door open for future collaboration.
Conclusion
The word “unfortunately” has its place in formal communication, but overusing it can make your emails feel stale or overly impersonal. By expanding your vocabulary with alternatives like “regrettably,” “we regret to inform you,” and “while we appreciate,” you can tailor your tone to the situation and maintain professionalism while still sounding human.
Each alternative has its own subtle nuance—some are more formal, others more personal—so choose based on your relationship with the recipient and the seriousness of the situation. The key is to pair these phrases with explanations, solutions, or positive notes wherever possible. That way, even when the news isn’t great, the reader walks away feeling respected and understood.
With these 10 options in your writing toolkit, you’ll be able to handle any email scenario with confidence, empathy, and style.
FAQs
1. Is “unfortunately” too informal for business emails?
No, but overusing it can make your emails sound repetitive. Mixing in other professional alternatives keeps your tone fresh and polished.
2. What’s the most formal way to say “unfortunately”?
Phrases like “It is with regret” or “We regret to inform you” are among the most formal options.
3. Can I use “sadly” in a business email?
Yes, but it works best in semi-formal or friendly professional contexts rather than highly corporate communications.
4. Should I always explain the reason after giving bad news?
Yes, providing a reason adds transparency and helps the recipient understand the decision.
5. How do I make bad news sound less harsh in an email?
Use empathetic language, acknowledge the recipient’s effort, and, when possible, offer an alternative or future opportunity.
