In professional email communication, the way you phrase potentially negative or disappointing news can make a big difference in how your message is received. Replacing the word “unfortunately” with more nuanced alternatives can help soften the tone and convey the message with greater professionalism and empathy.
Whether you’re delivering bad news, explaining an issue, or managing expectations, choosing the right words is essential in maintaining positive relationships.
In this article, we’ll explore 20 other ways to say “unfortunately”, each offering a different way to convey a similar sentiment. These alternatives are more varied and nuanced, allowing you to select the most appropriate expression based on the situation. Let’s dive in!
What Does “Unfortunately” Mean?
“Unfortunately” is used to introduce bad news, convey disappointment, or explain something negative or inconvenient. It can sometimes sound blunt or overly direct, especially in formal emails, so many people prefer to soften its tone using alternatives. While “unfortunately” is perfectly fine in many situations, understanding how to convey the same idea with more thoughtful phrasing can create a more professional and empathetic tone.
Is It Professional/Polite to Say “Unfortunately”?
Yes, “unfortunately” is generally professional and polite, but depending on the situation, it can sound a little too direct, impersonal, or even dismissive. In some cases, especially in customer service, client communications, or sensitive professional settings, you may want to find softer, more empathetic language. This helps preserve relationships while still addressing the issue at hand. Choosing the right alternative can prevent the message from sounding harsh and can enhance the overall tone of your email.
Pros or Cons of Saying “Unfortunately”
Pros:
- It directly communicates the bad news.
- It’s a simple and widely understood phrase.
- It keeps the message clear and concise.
Cons:
- It can sound abrupt or overly negative.
- It may come across as too impersonal or blunt.
- Overuse can reduce the empathy in your communication.
Synonyms For “Unfortunately” in a Formal Email:
- Regrettably
- I’m Afraid
- Sadly
- It Is With Regret
- Unfortunately, It Appears
- Due to Unforeseen Circumstances
- Unfortunately, We Must Inform You
- I Regret to Inform You
- It Is Unfortunate That
- Regretfully
- I Must Advise You
- It Is Disappointing That
- Unfortunately, We Are Unable
- I’m Sorry to Say
- It Is With Great Disappointment
- We Are Sorry to Inform You
- It Is Unfortunate That We Are Unable
- I Must Express My Regret
- I Wish I Could Say Otherwise
- Unfortunately, Circumstances Have Changed
1. “Regrettably”
Regrettably is a great alternative that maintains a formal and polite tone. It conveys the same idea as “unfortunately” but adds a layer of sympathy and understanding.
Scenario Example Email:
Subject: Delivery Issue
Dear [Name],
Regrettably, the item you requested is currently out of stock. We are working to replenish our inventory as soon as possible.
Kind regards,
[Your Name]
Best Use: When you want to express disappointment while sounding considerate and formal.
Additional Note: This is often used in business communications or customer service situations.
2. “I’m Afraid”
The phrase “I’m afraid” softens the negative news by showing a level of empathy. It can convey a more personal and gentle tone, especially when addressing sensitive issues.
Scenario Example Email:
Subject: Appointment Scheduling
Dear [Name],
I’m afraid we don’t have any available slots this week. Would next Tuesday work for you instead?
Best regards,
[Your Name]
Best Use: In professional settings where you need to soften the news and show consideration for the other person’s needs.
Additional Note: This expression is particularly useful in situations where the recipient may be disappointed.
3. “Sadly”
While similar to “unfortunately,” “sadly” introduces a more empathetic tone. It works well in situations where you’re conveying disappointment or a less-than-ideal outcome.
Scenario Example Email:
Subject: Service Delay
Dear [Name],
Sadly, our system is currently down, and we are unable to process your request at the moment. We apologize for any inconvenience this may cause.
Sincerely,
[Your Name]
Best Use: When you want to express your sincere disappointment in a professional manner.
Additional Note: It’s particularly effective in customer service or other situations where the recipient might be inconvenienced.
4. “It Is With Regret”
This phrase is particularly formal and expresses a higher level of professionalism. It’s ideal when you want to convey a sense of responsibility and sincerity about the situation.
Scenario Example Email:
Subject: Event Cancellation
Dear [Name],
It is with regret that we must inform you that the event has been postponed due to unforeseen circumstances.
Kind regards,
[Your Name]
Best Use: When addressing significant setbacks or more formal situations where you need to express sincere regret.
Additional Note: This alternative works well in highly professional environments or when the news is substantial.
5. “Unfortunately, It Appears”
This phrase is a more hedged way of conveying disappointment, making it less absolute and sometimes a bit softer.
Scenario Example Email:
Subject: Technical Issue
Dear [Name],
Unfortunately, it appears there is an issue with your submission. Could you kindly resend it at your earliest convenience?
Best regards,
[Your Name]
Best Use: When you’re unsure about the outcome or situation but need to convey potential negative news.
Additional Note: This works well when the situation may not be entirely final or clear.
6. “Due to Unforeseen Circumstances”
This expression takes a slightly more formal route and provides some context for why something negative occurred. It’s ideal for situations where external factors contributed to the issue.
Scenario Example Email:
Subject: Delivery Delay
Dear [Name],
Due to unforeseen circumstances, the shipment has been delayed. We are working hard to resolve this and will keep you updated.
Sincerely,
[Your Name]
Best Use: When you want to give some context to the situation while expressing understanding.
Additional Note: Useful in business and professional communications where delays or issues might have been outside of your control.
7. “Unfortunately, We Must Inform You”
A formal alternative to “unfortunately”, this phrase emphasizes the importance of the message while maintaining a respectful tone.
Scenario Example Email:
Subject: Change of Policy
Dear [Name],
Unfortunately, we must inform you that the policy has changed and will no longer be applicable. Please let us know if you have any questions.
Best regards,
[Your Name]
Best Use: Ideal when delivering significant or more formal announcements that may be disappointing.
Additional Note: This phrase helps maintain professionalism in tough situations.
8. “I Regret to Inform You”
A formal and empathetic option, “I regret to inform you” is often used in more serious situations. It emphasizes sorrow and responsibility for the news you are delivering.
Scenario Example Email:
Subject: Application Status
Dear [Name],
I regret to inform you that we were unable to move forward with your application at this time. We appreciate your interest in our company and encourage you to apply again in the future.
Sincerely,
[Your Name]
Best Use: When delivering news that requires formality and empathy, especially in business or HR settings.
Additional Note: It’s often seen as a respectful and tactful way to deliver bad news.
9. “It Is Unfortunate That”
This phrase maintains a neutral tone while still addressing the negative aspect of the message. It’s a softer way to introduce disappointing news without sounding too blunt.
Scenario Example Email:
Subject: Missed Deadline
Dear [Name],
It is unfortunate that we missed the deadline for the report. We are working to complete it as quickly as possible.
Kind regards,
[Your Name]
Best Use: For situations where you’re explaining an unfortunate outcome without sounding too abrupt.
Additional Note: It can be combined with an explanation to soften the impact of the message.
10. “Regretfully”
A concise alternative to “unfortunately,” “regretfully” is often used to communicate a polite and professional tone.
Scenario Example Email:
Subject: Service Interruption
Dear [Name],
Regretfully, the service will be unavailable for the next few hours due to system maintenance. We apologize for any inconvenience caused.
Sincerely,
[Your Name]
Best Use: When you need to express regret in a succinct yet professional manner.
Additional Note: It’s short, but still retains a formal and empathetic tone.
11. “I Must Advise You”
This phrase adds a formal and professional tone to your email while still sounding polite. It is often used in corporate or legal communications.
Scenario Example Email:
Subject: Important Account Update
Dear [Name],
I must advise you that your account will be temporarily suspended due to incomplete verification. Please update your information at your earliest convenience.
Best regards,
[Your Name]
Best Use: Suitable for legal, financial, or corporate communications where you need to deliver formal advice.
Additional Note: This phrase makes the message sound official and authoritative, which is ideal for compliance-related updates.
12. “It Is Disappointing That”
This phrase expresses a sense of shared disappointment rather than simply stating the issue. It’s useful when you want to sound empathetic but still professional.
Scenario Example Email:
Subject: Project Deadline Update
Dear [Name],
It is disappointing that we were unable to meet the original deadline. However, we are working hard to finalize the project as soon as possible.
Sincerely,
[Your Name]
Best Use: When you want to acknowledge disappointment but also reassure the recipient that efforts are being made.
Additional Note: Works well in team or client communications to express shared responsibility.
13. “Unfortunately, We Are Unable”
This is a more neutral and direct way to communicate that something isn’t possible while keeping the email professional and clear.
Scenario Example Email:
Subject: Refund Request Status
Dear [Name],
Unfortunately, we are unable to process your refund at this time due to company policy. However, we can offer an alternative solution.
Best regards,
[Your Name]
Best Use: When delivering policy-related news or limitations on what can be done.
Additional Note: A useful phrase when a policy prevents action, but you still want to offer an alternative.
14. “I’m Sorry to Say”
This phrase introduces a more personal touch and works well in situations where you want to express genuine regret about an issue.
Scenario Example Email:
Subject: Interview Update
Dear [Name],
I’m sorry to say that we have already filled the position. However, we will keep your resume on file for future opportunities.
Best regards,
[Your Name]
Best Use: When delivering disappointing news in a way that shows empathy.
Additional Note: This phrase makes the message feel less robotic and more personal, which is great for HR or customer service.
15. “It Is With Great Disappointment”
This alternative adds emotional weight and formality, making it ideal for serious or official announcements.
Scenario Example Email:
Subject: Event Cancellation
Dear [Name],
It is with great disappointment that we must cancel the upcoming conference due to unforeseen circumstances. We appreciate your understanding.
Sincerely,
[Your Name]
Best Use: Best for highly formal situations where the negative news is significant.
Additional Note: Use this when you want to express deep regret and sincerity.
16. “We Are Sorry to Inform You”
This phrase is polite, formal, and professional, making it a strong choice for sensitive messages.
Scenario Example Email:
Subject: Application Status Update
Dear [Name],
We are sorry to inform you that your application was not successful this time. However, we encourage you to apply for future openings.
Best,
[Your Name]
Best Use: When delivering formal rejections or difficult news in a professional manner.
Additional Note: This phrase is widely used in HR, customer service, and official notices.
17. “It Is Unfortunate That We Are Unable”
This phrase keeps things formal while adding a touch of empathy. It’s great for business settings where you need to explain limitations.
Scenario Example Email:
Subject: Policy Restriction Notice
Dear [Name],
It is unfortunate that we are unable to accommodate your request due to company policy. Please let us know if we can assist in another way.
Best,
[Your Name]
Best Use: Ideal for policy-based denials where you want to show regret while remaining professional.
Additional Note: Useful in corporate settings where strict guidelines must be followed.
18. “I Must Express My Regret”
This phrase is formal and sincere, making it suitable for delivering negative news professionally.
Scenario Example Email:
Subject: Business Partnership Decline
Dear [Name],
I must express my regret that we will not be able to move forward with the partnership at this time. We appreciate your interest and hope to collaborate in the future.
Best regards,
[Your Name]
Best Use: When you want to acknowledge disappointment but still leave the door open for future collaboration.
Additional Note: This phrase sounds genuine and polite, making it effective for business decisions.
19. “I Wish I Could Say Otherwise”
This phrase adds a personal touch and conveys genuine regret while still sounding professional.
Scenario Example Email:
Subject: Budget Constraints Notification
Dear [Name],
I wish I could say otherwise, but due to budget constraints, we won’t be able to approve additional funding this quarter.
Best,
[Your Name]
Best Use: Best for situations where you wish you could offer a different outcome but are bound by circumstances.
Additional Note: Works well when communicating budget-related or internal limitations.
20. “Unfortunately, Circumstances Have Changed”
This phrase allows you to communicate a change in plans without directly blaming anyone, making it a neutral and diplomatic choice.
Scenario Example Email:
Subject: Meeting Schedule Update
Dear [Name],
Unfortunately, circumstances have changed, and we will need to reschedule our meeting for next week. Please let us know your availability.
Best,
[Your Name]
Best Use: When external factors cause sudden changes, such as schedule updates or cancellations.
Additional Note: Keeps the tone neutral and professional while avoiding direct responsibility.
Conclusion
In formal email communication, tone matters. Using the right alternative to “unfortunately” can help you deliver negative news with professionalism, empathy, and clarity. Whether you’re writing to a client, colleague, or business partner, these 20 alternatives will help you sound more polished, thoughtful, and considerate.
