20 Other Ways to Say “Unfortunately” in A Formal Email

In professional communication, finding the right words to deliver bad news or negative updates can be tricky. While “unfortunately” is a common go-to phrase in formal emails, it’s often overused. This article explores 20 alternatives that can help you maintain a professional tone while conveying disappointing information. These synonyms and phrases will enhance your email etiquette and business writing skills, allowing you to communicate with more finesse and empathy.

Is It Professional to Say “Unfortunately”?

Yes, it’s professional to use “unfortunately” sometimes in work emails, but not too much. Using it a lot can make you sound negative. It’s better to use different words to say things didn’t go as planned. This helps you sound more positive and ready to solve problems. Try to find other ways to talk about disappointing news that don’t use “unfortunately” all the time. This will make your emails sound more professional.

What to Say Instead of “Unfortunately” in A Formal Email

• Regrettably
• I’m afraid
• To my dismay
• It is with regret that I must inform you
• Sadly
• Much to my disappointment
• With regret
• I’m sorry to say
• It pains me to tell you
• I deeply regret having to tell you
• As it stands
• It turns out
• Despite our best efforts
• Contrary to our expectations
• We find ourselves in a position where
• It’s come to light that
• We’re in a tough spot
• I wish I had better news
• The situation has taken an unexpected turn
• In light of recent developments

1. Regrettably:

Regrettably is a more formal alternative to “unfortunately.” It conveys a sense of personal disappointment or sadness about the situation. This word works well when you want to express that you genuinely wish things were different. 

It’s particularly useful in business correspondence when you need to maintain a professional tone while showing empathy.

Example:

Subject: 

Project Deadline Extension Request

Dear Mr. Thompson,

Regrettably, due to unexpected supply chain issues, we will need to request a two-week extension on the project deadline. We’re working diligently to resolve these challenges and appreciate your understanding.

Best regards,

Sarah Chen

2. I’m afraid:

“I’m afraid” is a gentler way to introduce bad news. It sounds more personal and less formal than “unfortunately,” making it ideal for situations where you want to soften the blow.

 This phrase can help create a more empathetic tone in your formal email, showing that you’re personally invested in the situation.

Example:

Subject: 

Office Closure Update

Hi team,

I’m afraid our office will remain closed for another week due to ongoing renovations. We’ll continue to work remotely and I’ll keep you updated on any changes.

Stay safe,

Alex

3. To my dismay:

Using “To my dismay” expresses personal disappointment while maintaining professionalism. It’s a bit more emotive than “unfortunately,” showing that you’re personally affected by the negative news. 

This phrase works well when you want to convey that you’ve invested effort or care into a situation that didn’t turn out as hoped.

Example:

Dear Ms. Rodriguez,

To my dismay, I must inform you that we’re unable to offer you the position at this time. Your qualifications were impressive, but we’ve decided to go with a candidate whose experience more closely aligns with our current needs.

We appreciate your interest in our company and wish you the best in your job search.

Sincerely,

HR Department

4. It is with regret that I must inform you:

“It is with regret that I must inform you” is suitable for very formal situations or when delivering particularly serious news. It sets a somber tone and prepares the reader for important information. 

Use this alternative when you need to maintain a high level of formality and show that you understand the gravity of the situation.

Example:

Subject:

Cancellation of Annual Company Retreat

Dear Valued Employees,

It is with regret that I must inform you of the cancellation of our annual company retreat due to budget constraints. We understand this news may be disappointing, but we’re exploring alternative team-building activities.

Your understanding is greatly appreciated.

Best regards,

Samantha Lee

CEO

5. Sadly:

“Sadly” is a straightforward and slightly less formal alternative to “unfortunately.” It expresses genuine disappointment and works well in various contexts. 

This word can help you strike a balance between professionalism and personal connection, making it versatile for different types of business writing.

Example:

Hey TechConf attendees,

Sadly, we’ve had to change the venue for tomorrow’s keynote speech due to unforeseen circumstances. The new location is the Grand Ballroom at the Metropolis Hotel. We apologize for any inconvenience and look forward to seeing you there!

6. Much to my disappointment:

“Much to my disappointment” expresses a higher degree of personal disappointment than “unfortunately.” It’s useful when you want to show that you’re genuinely invested in the outcome and share in the recipient’s potential frustration. 

This alternative can help build rapport and show empathy in your professional communication.

Example:

Dear Dr. Patel,

Much to my disappointment, I won’t be able to attend the medical conference next month due to a scheduling conflict. I was looking forward to your presentation on recent advancements in telemedicine.

I hope we can connect at a future event.

Best wishes,

Emma Thompson, MD

7. With regret:

“With regret” is a concise and formal way to introduce bad news. It’s similar to “regrettably” but can sound slightly more detached. This phrase is particularly useful in business writing when you need to maintain a professional distance while still acknowledging the negative nature of the information you’re conveying.

Example:

Subject: 

Project Cancellation Notice

Dear Stakeholders,

With regret, we must announce the cancellation of Project Phoenix due to unforeseen market changes. We appreciate your hard work and dedication to this initiative.

A detailed report will follow, outlining the factors that led to this decision.

Regards,

Project Management Office

8. I’m sorry to say:

“I’m sorry to say” strikes a balance between formality and personal expression. It’s more conversational than some alternatives, making it suitable for emails where you want to maintain a professional tone while also sounding approachable. 

“I’m sorry to say” conveys genuine regret and can help soften the impact of negative updates.

Example:

Hi Jamie,

I’m sorry to say that I can’t make it to your presentation tomorrow. I’ve come down with a nasty flu and don’t want to risk spreading it. I’d love to catch up next week to hear how it went.

Get ’em, tiger!

Chris

9. It pains me to tell you:

“It pains me to tell you” expresses a deep level of personal regret and empathy. It’s more emotive than “unfortunately” and can be used when delivering particularly difficult news. 

This alternative helps convey that you understand the impact of the information you’re sharing and that you’re not taking it lightly.

Example:

Dear valued customer,

It pains me to tell you that we’re discontinuing the Classic Model of our popular smartphone. We understand this may cause inconvenience, but we’re committed to supporting existing devices for the next three years.

Please don’t hesitate to reach out with any concerns.

Best regards,

Customer Support Team

10. I deeply regret having to tell you:

This phrase conveys a high level of personal involvement and regret. It’s suitable for situations where you need to deliver very serious or impactful news. 

Using this alternative in your formal email shows that you understand the gravity of the situation and are not taking the delivery of this information lightly.

Example:

Subject: 

Urgent – Company Restructuring

Dear Team,

I deeply regret having to tell you that we’ll be undergoing significant restructuring in the coming months. This decision, while difficult, is necessary to ensure the long-term stability of our company.

We’ll be holding a company-wide meeting tomorrow at 10 AM to discuss the details and answer your questions.

Your dedication and understanding during this challenging time are greatly appreciated.

Sincerely,

Mark Johnson

CEO

11. As it stands:

“As it stands” is a neutral way to introduce less-than-ideal news. It suggests that the situation might change in the future, leaving room for hope. 

This phrase works well in business writing when you want to convey current circumstances without sounding too negative.

Example:

Hi Team,

As it stands, we won’t hit our Q3 sales target. But don’t worry – we’ve got two weeks left to turn things around. Let’s brainstorm some ideas to boost our numbers!

Keep pushing,

Sam

12. It turns out:

“It turns out” is less formal and can soften the blow of bad news. It suggests that the information is recent or unexpected, 

which can help explain why things aren’t going as planned. It’s useful in professional communication when you want to sound more conversational.

Example:

Dear Mr. Johnson,

It turns out the venue we booked for next month’s conference is undergoing emergency repairs. We’re working on finding a new location and will update you soon.

Best,

Event Planning Committee

13. Despite our best efforts:

“Despite our best efforts” acknowledges the hard work that went into trying to avoid the negative outcome. It’s great for business correspondence when you want to show that you did everything possible to prevent the situation.

Example:

Subject: 

Project Delta Update

Hello Lisa,

Despite our best efforts, we couldn’t secure the permit for the new building site. We’re already looking into alternative locations and will have a report ready by Friday.

Regards,

Tony

14. Contrary to our expectations:

This alternative is useful when something doesn’t go as planned or predicted. It’s a bit more formal and works well in professional communication where you need to explain why previous information or promises can’t be fulfilled.

Example:

Dear Investors,

Contrary to our expectations, the new product launch has been delayed by two months. We’ve encountered some quality control issues that need resolving before we can go to market.

We’ll provide a detailed timeline in our next report.

Sincerely,

Sarah White, CEO

15. We find ourselves in a position where:

This longer phrase is a gentle way to introduce difficult news. It’s useful in formal emails when you need to explain a complex situation that has led to an undesirable outcome.

Example:

Hello Team,

We find ourselves in a position where we need to postpone the office renovation. The budget has been redirected to critical IT upgrades. We’ll revisit the renovation plans next quarter.

Thanks for your understanding,

Office Management

16. It’s come to light that:

This phrase suggests that new information has recently been discovered, leading to the current situation. It’s helpful when delivering negative updates that are based on new findings or revelations.

Example:

Dear Dr. Patel,

It’s come to light that our research grant application was not submitted on time due to a system error. We’re in talks with the funding body to see if they’ll accept a late submission.

I’ll keep you posted on any developments.

Best regards,

Research Coordinator

17. We’re in a tough spot:

“We’re in a tough spot” can work well in business writing when you have a friendly relationship with the recipient. It acknowledges the difficulty of the situation while sounding less stiff than more formal alternatives.

Example:

Hi Jamie,

We’re in a tough spot with the Henderson account. They’re not happy with the latest designs and are threatening to walk. Can we set up a call to discuss how to save this relationship?

Thanks,

Marketing Team

18. I wish I had better news:

“I wish I had better news” expresses personal disappointment and empathy. It’s good for professional communication when you want to show that you understand the impact of the bad news you’re delivering.

Example:

Subject: 

Update on Your Application

Dear Mr. Lee,

I wish I had better news regarding your job application. While your qualifications are impressive, we’ve decided to go with a candidate who has more experience in our specific industry.

We’ll keep your resume on file for future openings.

Best wishes,

HR Department

19. The situation has taken an unexpected turn:

This phrase is useful when events have unfolded in an unforeseen way. It’s good for business correspondence when you need to explain why things aren’t going according to plan.

Example:

Hello Valued Customers,

The situation has taken an unexpected turn with our supply chain. Due to a major storm damaging our main warehouse, some orders will be delayed by 5-7 business days.

We’re working around the clock to minimize disruptions.

Sincerely,

Customer Service Team

20. In light of recent developments:

“In light of recent developments” is helpful when new factors have influenced a decision or outcome. It’s suitable for formal emails when you need to explain changes based on new information or events.

Example:

Dear Shareholders,

In light of recent developments in the global market, we’ve decided to postpone our expansion into Asia. We believe this is the most prudent course of action to protect our company’s financial health.

A full report will be provided at the next board meeting.

Yours faithfully,

CFO