We’ve all been there. You have to deliver news that isn’t so great, and honestly, saying “I regret to inform you” feels way too stiff, almost like you’re reading from an old rule book. The good news? There are warmer, more human ways to share difficult updates.
Whether you’re writing to a client, a friend, or a colleague, these alternatives will help you express care while staying clear and respectful. Let’s explore them together!
What Does “I Regret to Inform You” Mean?
This phrase is a polite way to tell someone something they probably don’t want to hear. It shows you’re aware the news is disappointing and that you don’t take the situation lightly.
In simple words, it means: “I’m sorry to tell you this bad news.” It’s often used in formal settings like job rejections or service denials. But it can feel a bit cold if you don’t dress it up with warmth.
Is It Professional/Polite to Say “I Regret to Inform You”?
Yes, it’s definitely professional, and it shows respect. But here’s the thing — it can sound too formal at times, especially if you want to keep the tone gentle.
When you’re writing to someone you know well or want to keep things human, softening your words helps. And that’s where these alternatives come in handy! They balance professionalism with kindness, making tough news a little easier to digest.
Pros and Cons of Saying “I Regret to Inform You”
Before we dive into the alternatives, let’s quickly weigh the good and not-so-good about using “I regret to inform you.”
Pros:
- Polite and clear
- Works well in formal situations
- Shows you’re considerate
Cons:
- Feels cold and robotic
- Overused in rejection letters
- Lacks personal touch
Synonyms for “I Regret to Inform You”
- I’m Sorry to Share This News
- Unfortunately, I Have to Let You Know
- I Hate to Be the Bearer of Bad News
- It Saddens Me to Inform You
- I’m Afraid I Have Some Unfortunate News
- I Regret to Say
- Sadly, I Must Inform You
- Regrettably, I Must Share This News
- I’m Sorry to Bring This Up
- I Wish I Had Better News
- I Must Convey Some Disappointing News
- Unfortunately, We Are Unable to Proceed
- It’s With Regret That I Must Inform You
- I Truly Wish I Had Better News
- I’m Disappointed to Inform You
- I Regret to Inform You That This Isn’t Possible
- It’s Unfortunate That We Can’t Move Forward
- I’m Sorry, But We Can’t Proceed
- Unfortunately, We Are Unable to Accept
- Regrettably, This Isn’t Possible at the Moment
1. I’m Sorry to Share This News
Sometimes, simple is best. This line feels natural, honest, and a bit softer than the classic phrase.
This works well when you want to keep things straightforward but not too harsh. It gently prepares the reader for the news without sounding too heavy.
Scenario Example:
Subject: Update on Your Application
Hi Emma,
I’m sorry to share this news, but we won’t be moving forward with your application at this time. We truly appreciate the effort you put into the process and encourage you to apply again in the future.
Best,
Alex
Best Use:
Use this when you want to sound genuine but still polite.
Additional Note:
This phrase is great because it feels like you’re speaking directly from the heart.
2. Unfortunately, I Have to Let You Know
This feels conversational yet clear. It shows empathy but keeps the message professional.
By starting with “unfortunately,” you set the tone while sounding like a real person, not a robot.
Scenario Example:
Subject: Important Update Regarding Your Request
Hi Sam,
Unfortunately, I have to let you know that we can’t approve your extension request for this project deadline. Please let me know if you’d like to discuss alternative options.
Warm regards,
Lily
Best Use:
Good for work emails where you still want to show understanding.
Additional Note:
Adding a follow-up line with support makes this even warmer.
3. I Hate to Be the Bearer of Bad News
This one feels very human and relatable. Almost like you’re sitting across from the person.
Using this phrase shows you truly understand that the news isn’t easy, and you wish things were different.
Scenario Example:
Subject: Outcome of Your Submission
Hi Chris,
I hate to be the bearer of bad news, but your design was not selected for the final round. Please know your work was greatly appreciated, and we hope to see your creativity in future projects.
Cheers,
Maya
Best Use:
Best for informal or creative industries.
Additional Note:
It feels like a conversation rather than a cold announcement.
4. It Saddens Me to Inform You
This one adds a touch of deep emotion. It shows you genuinely feel for the reader.
If you want to go beyond the typical tone and express more heartfelt regret, this is a great pick.
Scenario Example:
Subject: Update on Scholarship Application
Dear Daniel,
It saddens me to inform you that you were not selected for this year’s scholarship. Please know your application was impressive, and we encourage you to apply again next year.
Warm wishes,
Olivia
Best Use:
Good for sensitive situations, like personal rejections.
Additional Note:
This is especially helpful when you want to emphasize empathy.
5. I’m Afraid I Have Some Unfortunate News
This is a polite, natural way to prepare someone for disappointing information.
It’s like saying, “I wish this wasn’t the case, but here it is.” It feels respectful yet conversational.
Scenario Example:
Subject: Decision on Your Proposal
Hi Leo,
I’m afraid I have some unfortunate news: your proposal was not selected for the upcoming event. Thank you so much for your effort, and I hope you’ll consider submitting again.
Kind regards,
Sophie
Best Use:
Works well in professional settings with a gentle tone.
Additional Note:
This line balances formal and friendly beautifully.
6. I Regret to Say
A shorter, slightly fresher version of the original. Clean, simple, and to the point.
It feels just as respectful but skips the formality overload. Think of it as the casual cousin of “I regret to inform you.”
Scenario Example:
Subject: Status of Your Inquiry
Hello Mia,
I regret to say that the product you requested is currently out of stock. I’ll let you know as soon as it becomes available again.
Best,
Jake
Best Use:
Perfect for quick updates or inventory issues.
Additional Note:
You can always soften this further by adding a follow-up offer.
7. Sadly, I Must Inform You
This phrase adds a human touch, almost like you’re sitting down to share news in person.
The word “sadly” makes it clear that you genuinely care about the impact of your message.
Scenario Example:
Subject: Application Status Update
Dear Julia,
Sadly, I must inform you that we’ve decided to go with another candidate for the position. Thank you for your interest, and we hope you’ll keep in touch for future openings.
Warmly,
Nathan
Best Use:
Ideal for job rejection emails.
Additional Note:
Adding “thank you” at the end makes it feel even more thoughtful.
8. Regrettably, I Must Share This News
This sounds professional but not robotic. It carries both respect and kindness.
“Regrettably” is a nice way to signal your disappointment in having to share the update.
Scenario Example:
Subject: Change in Meeting Plans
Hi Ella,
Regrettably, I must share this news: we’ll need to postpone the meeting scheduled for Thursday. I’ll send a new invite soon with updated details.
Best regards,
Liam
Best Use:
Great for schedule changes and project delays.
Additional Note:
Pair it with a solution to soften the impact.
9. I’m Sorry to Bring This Up
This feels like you’re gently easing into the conversation. It’s soft and natural.
You’re not just throwing the news at them — you’re acknowledging it might be uncomfortable.
Scenario Example:
Subject: Update on Refund Request
Hi Zoe,
I’m sorry to bring this up, but we won’t be able to process your refund due to policy restrictions. Please let me know if you have any questions about the details.
Kindly,
Mark
Best Use:
Good for customer service situations.
Additional Note:
Always offer assistance afterward to keep things positive.
10. I Wish I Had Better News
This one feels like a friend talking to you honestly. It’s casual but still respectful.
It shows you genuinely care and wish the outcome were different.
Scenario Example:
Subject: Project Approval Update
Hi Nina,
I wish I had better news, but your project proposal hasn’t been approved this time. However, we’re grateful for your ideas and would love to see your future submissions.
Take care,
Emma
Best Use:
Great for creative or collaborative projects.
Additional Note:
It helps cushion the blow with genuine kindness.
11. I Must Convey Some Disappointing News
A more formal way to share tough news, but still shows care. It’s a nice balance between professionalism and empathy.
By using “I must convey”, you sound thoughtful without sounding overly formal.
Scenario Example:
Subject: Status Update on Your Grant Application
Hi Sarah,
I must convey some disappointing news regarding your application. Unfortunately, we won’t be moving forward with it this time. We truly value your work and hope you’ll apply again.
Best regards,
Rachel
Best Use:
Good for formal situations where you want to remain professional yet warm.
Additional Note:
Consider following up with encouragement or feedback.
12. Unfortunately, We Are Unable to Proceed
This is direct but respectful. It’s a clear way to state that something isn’t going forward.
While it’s a little formal, it maintains warmth by acknowledging the difficulty of the news.
Scenario Example:
Subject: Update on Your Service Request
Dear David,
Unfortunately, we are unable to proceed with your service request at this time due to budget constraints. If there’s anything else I can help with, please don’t hesitate to reach out.
Best,
Ava
Best Use:
This is effective for business communication where clarity is key.
Additional Note:
Adding an offer for alternative assistance shows you care.
13. It’s With Regret That I Must Inform You
This one keeps the formality of the original but adds more warmth with “it’s with regret.”
It’s respectful and kind, showing you don’t take the news lightly.
Scenario Example:
Subject: Update on Your Loan Application
Hi Laura,
It’s with regret that I must inform you that we are unable to approve your loan at this time. I understand this is disappointing, and I encourage you to reapply in the future.
Sincerely,
Peter
Best Use:
Perfect for formal emails or official notifications.
Additional Note:
Follow up with helpful next steps, if possible.
14. I Truly Wish I Had Better News
A warm, empathetic way to share bad news. It shows you genuinely wish things had turned out differently.
“I truly wish” softens the blow and shows your empathy, which is important in delicate situations.
Scenario Example:
Subject: Update on Your Application Status
Hi Greg,
I truly wish I had better news, but we’re unable to offer you the position at this time. Your experience and skills were impressive, and I encourage you to apply again.
Best wishes,
Megan
Best Use:
Great for job rejection emails or other types of personal updates.
Additional Note:
This phrase really adds a personal touch to the message.
15. I’m Disappointed to Inform You
This one goes beyond simply delivering bad news. It shows that you’re impacted by the news too, making it feel more personal.
It’s slightly formal but not distant.
Scenario Example:
Subject: Status Update on Your Proposal
Hi Oliver,
I’m disappointed to inform you that we can’t move forward with your proposal at this time. We greatly appreciate the effort you put in, and we’ll keep your ideas in mind for future projects.
Best,
Lily
Best Use:
Good for situations where you’re working with colleagues or clients.
Additional Note:
Expressing personal disappointment makes the message feel more genuine.
16. I Regret to Inform You That This Isn’t Possible
A gentle, more specific way of saying that something can’t happen.
By using “This isn’t possible,” you’re being transparent without sounding too harsh.
Scenario Example:
Subject: Refund Status
Hi Kevin,
I regret to inform you that this isn’t possible under our refund policy. However, if you’d like, I can help you find alternative solutions.
Sincerely,
Anna
Best Use:
Great when you need to explain a limitation or policy decision.
Additional Note:
Offering alternatives or solutions is key to softening the message.
17. It’s Unfortunate That We Can’t Move Forward
This is a clear yet softer way of communicating that something is not happening.
It doesn’t dwell on the disappointment too much but acknowledges it without sounding too detached.
Scenario Example:
Subject: Update on Your Grant Proposal
Dear Chloe,
It’s unfortunate that we can’t move forward with your grant proposal at this time. Your idea had merit, and we’d love to see more of your work in future applications.
Best regards,
David
Best Use:
Perfect for grant or funding rejections.
Additional Note:
Acknowledge the effort the person put in, and they’ll feel appreciated.
18. I’m Sorry, But We Can’t Proceed
A casual but respectful way to inform someone that something isn’t going to happen.
It doesn’t sugarcoat things but is still polite and human.
Scenario Example:
Subject: Cancellation of Your Reservation
Hi Emily,
I’m sorry, but we can’t proceed with your reservation due to unexpected scheduling conflicts. We hope you’ll be able to join us another time!
Best,
Sophie
Best Use:
Best for informal situations where a friendly tone is necessary.
Additional Note:
Pairing this with a friendly note or alternative options is a great way to keep things positive.
19. Unfortunately, We Are Unable to Accept
A straightforward, respectful way of declining or rejecting something.
It’s clear, to the point, and doesn’t leave any room for confusion.
Scenario Example:
Subject: Application for Volunteer Position
Hi Tim,
Unfortunately, we are unable to accept your volunteer application for this event. We appreciate your enthusiasm and encourage you to apply for future opportunities.
Best,
Kate
Best Use:
Great for volunteer or event-related rejections.
Additional Note:
Follow up with encouragement to apply again if it fits.
20. Regrettably, This Isn’t Possible at the Moment
This version softens the situation by indicating that the decision could change in the future.
It’s clear yet shows a little hope for the future, making the news a bit less final.
Scenario Example:
Subject: Update on Your Partnership Proposal
Hi Jennifer,
Regrettably, this isn’t possible at the moment due to other priorities. However, we’ll keep your proposal on file for future consideration.
Warm regards,
Toby
Best Use:
Ideal for proposals and situations where there’s a chance things could change down the line.
Additional Note:
This one’s perfect if you want to leave the door open for future opportunities.
Conclusion
As you can see, there are plenty of alternatives to “I regret to inform you” that still maintain a sense of professionalism and empathy. Whether you need to deliver disappointing news in a personal or formal setting, these phrases allow you to do so in a warm, respectful way that feels human.
No one likes being on the receiving end of bad news, but by choosing your words thoughtfully, you can make the experience a little less painful. So next time you have to deliver some difficult news, try out one of these alternatives — your message will be remembered for its kindness and care.
