In business and professional communications, it is often necessary to relay disappointing or negative news to colleagues, clients, or partners. Using overly casual language like “Hey friends” or simply stating “unfortunately” can come across as unprofessional in formal emails.
That’s why today I want to provide you with 10 more polished, formal alternatives to say “unfortunately” in your professional emails. Proper word choice is key for maintaining tact and diplomacy when delivering unfavorable updates by email.
The following examples will demonstrate how to incorporate these 10 other formal ways to say “unfortunately” into sentences you may need to write for work emails.
Is It Professional to Say “Unfortunately”?
Using the word “unfortunately” in professional communications like emails can be fine in moderation. However, relying on “unfortunately” too often can start to sound unprofessional, negative, or even passive-aggressive.
While “unfortunately” offers a quick and easy way to acknowledge disappointment, there are more elegant options that sound polished, nuanced, and solution-oriented. The key is varying your language.
Here is an example of where “unfortunately” was used in an email:
Dear HR,
Unfortunately, I must cancel our meeting scheduled for Friday. My apologies for any inconvenience.
Kind Regards
Mike
Pros:
- It’s a quick, straightforward way to acknowledge disappointment or a negative update concisely.
- Using “unfortunately” can soften the blow when delivering bad news or denying a request. It shows empathy.
Cons:
- Overusing “unfortunately” can start to sound repetitive, unoriginal, and even passive-aggressive.
- It can come across as unprofessional or lazy compared to more thoughtful phrasing like “with regret” or “much to my disappointment.”
Some professional alternatives to overusing “unfortunately” include:
- Regrettably, I cannot attend the conference due to a schedule conflict.
- I’m afraid I must decline the invitation due to prior commitments.
- Sadly, we will not be able to accommodate your request at this time.
- With regret, I will not be able to contribute to the project as planned.
- Much to my disappointment, I cannot provide the funding requested.
- It is with regret that I inform you the deadline has been pushed back.
The bottom line is while “unfortunately” is not inherently unprofessional, relying on this one word too often can reflect poorly. Professionals who take the time to craft more thoughtful, varied responses tend to come across as more diplomatic, solutions-oriented, and engaged.
What to Say Instead of “Unfortunately” in A Formal Email
Here are 10 synonyms for “unfortunately” in an email:
- Regrettably
- Sadly
- With regret
- To my dismay
- I’m afraid
- It is with regret that I must inform you
- I’m sorry to say
- Much to my disappointment
- It pains me to tell you
- I deeply regret having to tell you
1. Regrettably:
“Regrettably” is a common replacement for “unfortunately,” acknowledging the burden of delivering bad news. While acknowledging negativity, it softens the blow and introduces the news sensitively.
Example:
Dear Ms. Johnson,
Regrettably, your order cannot be fulfilled due to an unexpected stock shortage. We apologize for the inconvenience and offer a full refund or store credit. Please let us know your preference.
Kind regards,
Sarah
2. Sadly:
“Sadly” emphasizes the negative outcome and expresses empathy for the recipient.
Example:
Dear Mr. Smith,
Sadly, your application for the internship was not selected this year. We received many qualified applications, and the competition was fierce. We encourage you to consider future opportunities with our company.
Kind regards,
David
3. With regret:
Similar to “regrettably,” but subtly softer in tone.
Dear Ms. Williams,
With regret, we must inform you that your appointment has been rescheduled due to unforeseen circumstances. We apologize for any disruption this may cause and will provide the updated details shortly.
Kind regards,
Maria
4. To my dismay:
Use sparingly for surprising bad news.
Example:
Dear Mr. Brown,
To my dismay, we discovered a technical issue affecting your account, resulting in temporary inaccessibility. Our team is working diligently to resolve it, and we will update you as soon as possible.
Kind regards,
John
5. I’m afraid:
Emphasizes your role as the messenger of bad news.
Example:
Dear Ms. Garcia,
I’m afraid the meeting scheduled for Friday has been canceled due to speaker unavailability. We apologize for any inconvenience and will reschedule at your earliest convenience.
Kind regards,
Lisa
6. It is with regret that I must inform you:
Formal opening for bad news, highlighting your personal regret.
Example:
Dear Mr. Davis,
It is with regret that I must inform you that your contract will not be renewed after [date]. We appreciate your contributions and wish you the best in your future endeavors.
Kind regards,
Robert
7. I’m sorry to say:
Expresses sympathy for the recipient’s disappointment.
Example:
Dear Ms. Miller,
I’m sorry to say that your request for a refund cannot be processed at this time due to [reason]. However, we offer you a store credit worth the same amount.
Kind regards,
Emily
8. Much to my disappointment:
Similar to “to my dismay,” but focuses on your personal feelings.
Example:
Dear Mr. Lopez,
Much to my disappointment, the event has been postponed due to weather conditions. We apologize for any inconvenience and will update you with the new date as soon as it’s confirmed.
Kind regards,
Chloe
9. It pains me to tell you:
More emotional, used for significant bad news.
Example
Dear Ms. Lee,
It pains me to tell you that your loved one, [loved one’s name], has passed away. We understand this is an incredibly difficult time and offer our heartfelt condolences. Please know that we are here for you if you need support.
Kind regards,
Sarah
10. I deeply regret having to tell you:
Most formal and emotional, reserved for serious negative news.
Dear Mr. Lopez,
Much to my disappointment, the event has been postponed due to weather conditions. We apologize for any inconvenience and will update you with the new date as soon as it’s confirmed.
Kind regards,
Chloe
choosing more thoughtful alternatives to repeatedly saying “unfortunately” in professional emails allows you to maintain diplomacy and solution-focused communication.
While “unfortunately” offers a quick way to acknowledge disappointment, overuse can become repetitive or even come across as passive-aggressive.
Implementing phrases like “with regret” or “much to my dismay” demonstrates professionalism and empathy when delivering unfavorable news over email.
With care and consideration for tone and language, you can craft emails that convey disappointing updates tactfully. I hope these examples have provided some useful options to elevate your formal email etiquette