When writing a formal email, unfortunately is sometimes necessary, especially when you need to express disappointment, regret, or certain constraints. However, repeating it too often can make your messages feel repetitive or overly negative. I’ve noticed in my own communication that finding the right words helps convey the message clearly while still maintaining warmth and politeness. A thoughtful, professional, and empathetic tone can help balance honesty with kindness, allowing your emails to leave a positive impression even when you’re delivering difficult news.
That’s why I often suggest exploring alternatives that sound natural but still fit the tone of professionalism. These phrases ensure your message remains respectful while keeping the reader engaged. When used with care, they transform an otherwise stiff apology into a moment of genuine understanding. Whether you’re updating a client, colleague, or manager, maintaining the right emotional balance can make a big difference in how your communication is received.
Using the word “unfortunately” in a formal email is often necessary, but repeating it can make your messages feel repetitive or overly negative. Finding the right words to express disappointment, regret, or constraints can make your communication feel more thoughtful, professional, and empathetic. These alternatives help convey your message clearly while maintaining warmth, politeness, and professionalism, ensuring that your emails leave a positive impression even when delivering difficult news.
What Does “Unfortunately in a Formal Email” Mean?
In formal communication, “unfortunately” signals that something undesirable or disappointing has occurred. It conveys regret or unavoidable circumstances, allowing the sender to soften the impact of bad news while maintaining professionalism.
When to Use “Unfortunately in a Formal Email”
- When delivering news that may be disappointing or inconvenient.
- For declining requests, postponing meetings, or explaining constraints.
- In professional correspondence where tact and politeness are essential.
Is It Professional/Polite to Say “Unfortunately”?
Yes. Using “unfortunately” is widely accepted in professional emails to express regret, but overuse can make messages feel negative. Using alternative phrases can add variety, show empathy, and maintain a professional tone.
Pros or Cons
Pros:
- Clearly communicates regret or constraints.
- Maintains professional tone and politeness.
Cons:
- It can feel repetitive if overused.
- It may sound negative without additional empathetic phrasing.
Unfortunately in a Formal Email Synonyms:
- Regrettably
- I’m Sorry to Inform You
- Sadly
- I Regret to Inform You
- It Is With Regret That I Inform You
- I Must Apologize for
- Unfortunately, We Are Unable to
- I’m Afraid That
- Regretfully
- It Is Unfortunate That
- I Regret
- It Is with Sincere Regret That
- I Am Sorry to Say
- I Must Express My Regret
- Sadly, We Are Unable to
- I Apologize That
- It Is Disappointing That
- I Regret to Advise
- I Must Inform You with Regret
- Unfortunately, We Cannot
- Regretfully, We Must
- I Am Sorry to Report
- Unfortunately, It Appears That
- I Regret That I cannot
- It Is with Sorrow That I Inform You
- I Must Express My Sincere Regret
- I Apologize for the Inconvenience
- I Am Sorry to Notify You
- Unfortunately, We Find That
- It Saddens Me to Say
- I Must Convey My Regret
- We Are Sorry to Inform You
- I Am Regretful to State
- I Express My Regret That
- I Am Sorry About the Situation
Regrettably
Meaning:
Formal alternative to “unfortunately” expressing regret.
Explanation:
Polite, professional way to indicate undesirable news or circumstances, often used in written correspondence.
Examples:
Email: “Regrettably, we are unable to accommodate your request at this time.”
Best Use:
Formal emails, professional communication.
Worst Use:
Casual conversations or informal emails.
Tone:
Polite, professional, empathetic.
I’m Sorry to Inform You
Meaning:
Polite introduction to disappointing news.
Explanation:
Softens the delivery of negative news while maintaining courtesy.
Examples:
Email: “I’m sorry to inform you that your application was not selected.”
Best Use:
Professional emails, HR communications.
Worst Use:
Casual texts or informal messaging.
Tone:
Courteous, empathetic, formal.
Sadly
Meaning:
Expresses sorrow or disappointment professionally.
Explanation:
Less formal than “regrettably,” but still suitable in many business contexts.
Examples:
Email: “Sadly, the event has been postponed due to unforeseen circumstances.”
Best Use:
Semi-formal professional emails, announcements.
Worst Use:
Very formal or high-level corporate correspondence.
Tone:
Warm, empathetic, professional.
I Regret to Inform You
Meaning:
Formal phrase expressing regret about delivering bad news.
Explanation:
Highly professional and tactful, ideal for HR, academic, or corporate emails.
Examples:
Email: “I regret to inform you that your proposal did not meet the required standards.”
Best Use:
Formal professional emails.
Worst Use:
Casual emails or friendly communication.
Tone:
Polite, formal, empathetic.
It Is With Regret That I Inform You
Meaning:
Very formal way to express regret.
Explanation:
Suitable for highly formal correspondence, showing thoughtfulness and tact.
Examples:
Email: “It is with regret that I inform you your request cannot be fulfilled at this time.”
Best Use:
Executive-level emails, formal HR notices.
Worst Use:
Casual professional communication.
Tone:
Formal, empathetic, respectful.
I Must Apologize for
Meaning:
Emphasizes responsibility and courtesy while delivering negative news.
Explanation:
Shows accountability and maintains a polite tone, reducing potential frustration.
Examples:
Email: “I must apologize for the delay in responding to your inquiry.”
Best Use:
Professional emails, customer service, or client communication.
Worst Use:
Overused in informal chats.
Tone:
Polite, responsible, professional.
Unfortunately, We Are Unable to
Meaning:
Classic formal structure combining regret with limitation.
Explanation:
Clearly communicates what cannot be done, while softening the negative impact.
Examples:
Email: “Unfortunately, we are unable to process your request at this time.”
Best Use:
Professional correspondence, requests, or customer service emails.
Worst Use:
Informal settings.
Tone:
Professional, courteous, empathetic.
I’m Afraid That
Meaning:
Polite, indirect way to deliver disappointing news.
Explanation:
Common in British English, it softens negative statements and conveys empathy.
Examples:
Email: “I’m afraid that the documents were not approved by the committee.”
Best Use:
Professional emails, formal correspondence.
Worst Use:
Casual texting may feel overly formal.
Tone:
Polite, empathetic, professional.
Regretfully
Meaning:
Alternative adverb to express professional disappointment.
Explanation:
Used to acknowledge negative circumstances without sounding harsh.
Examples:
Email: “Regretfully, we cannot offer further discounts on this service.”
Best Use:
Business emails, polite refusals.
Worst Use:
Casual communication.
Tone:
Formal, respectful, empathetic.
It Is Unfortunate That
Meaning:
Slightly formal structure to introduce regrettable information.
Explanation:
Highlights the unfortunate nature of a situation while maintaining neutrality and professionalism.
Examples:
Email: “Unfortunately, the shipment has been delayed due to weather conditions.”
Best Use:
Professional emails, client correspondence.
Worst Use:
Informal or friendly contexts.
Tone:
Neutral, formal, professional.
I Regret
Meaning:
Polite and concise way to express regret.
Explanation:
Short, professional phrase to deliver disappointing news without extra embellishment.
Examples:
Email: “I regret that we cannot extend your deadline at this time.”
Best Use:
Professional emails, concise communication.
Worst Use:
Casual conversations may sound stiff.
Tone:
Formal, professional, respectful.
It Is with Sincere Regret That
Meaning:
Very formal, emphasizes sincerity while delivering bad news.
Explanation:
Shows that you are empathetic and thoughtful about the impact of the news.
Examples:
Email: “It is with sincere regret that we must cancel the upcoming meeting.”
Best Use:
Formal corporate, legal, or HR communications.
Worst Use:
Casual professional emails.
Tone:
Polite, formal, empathetic.
I Am Sorry to Say
Meaning:
Slightly less formal, expresses personal regret.
Explanation:
Adds a human touch while delivering unwelcome news.
Examples:
Email: “I am sorry to say that your request cannot be approved.”
Best Use:
Semi-formal professional emails, client communication.
Worst Use:
Overly casual texts.
Tone:
Polite, approachable, empathetic.
I Must Express My Regret
Meaning:
Formal phrase highlighting accountability and courtesy.
Explanation:
Shows responsibility while delivering disappointing news.
Examples:
Email: “I must express my regret that the documents were not completed on time.”
Best Use:
Formal business or executive-level emails.
Worst Use:
Informal or personal messages.
Tone:
Formal, professional, respectful.
Sadly, We Are Unable to
Meaning:
Combines mild emotional tone with professional clarity.
Explanation:
Slightly softer than “unfortunately,” adds warmth to the refusal.
Examples:
Email: “Sadly, we are unable to accommodate your schedule request.”
Best Use:
Professional correspondence where empathy is needed.
Worst Use:
Casual texting or informal chat.
Tone:
Professional, empathetic, polite.
I Apologize That
Meaning:
Shows responsibility and politeness when sharing bad news.
Explanation:
Balances regret with accountability, reducing potential frustration.
Examples:
Email: “I apologize that the invoice was not sent on time.”
Best Use:
Professional, client-facing emails.
Worst Use:
Overly casual communication.
Tone:
Polite, professional, considerate.
It Is Disappointing That
Meaning:
Neutral, professional way to express a setback.
Explanation:
Acknowledges the negative outcome while remaining formal.
Examples:
Email: “It is disappointing that the shipment will be delayed.”
Best Use:
Business updates, client emails.
Worst Use:
Casual communication may feel stiff.
Tone:
Formal, neutral, professional.
I Regret to Advise
Meaning:
Formal phrasing is often used in professional or legal contexts.
Explanation:
Communicates advice or notification that carries a negative outcome.
Examples:
Email: “I regret to advise you that the proposal was not accepted.”
Best Use:
Legal, corporate, or formal communications.
Worst Use:
Casual or personal emails.
Tone:
Formal, professional, empathetic.
I Must Inform You with Regret
Meaning:
Polite, formal phrase emphasizing responsibility.
Explanation:
Highlights regret while delivering official or important news.
Examples:
Email: “I must inform you with regret that the meeting has been postponed.”
Best Use:
Executive-level emails, formal correspondence.
Worst Use:
Informal messages.
Tone:
Formal, professional, respectful.
Unfortunately, We Cannot
Meaning:
Directly communicates limitations while softening the impact.
Explanation:
Maintains clarity and professionalism when refusing requests.
Examples:
Email: “Unfortunately, we cannot extend the contract deadline.”
Best Use:
Professional or business emails.
Worst Use:
Casual communication.
Tone:
Formal, neutral, professional.
Regretfully, We Must
Meaning:
Formal structure combining regret with an obligatory action.
Explanation:
Shows empathy while conveying an unavoidable decision.
Examples:
Email: “Regretfully, we must decline your request for additional resources.”
Best Use:
Business or HR communications.
Worst Use:
Informal situations.
Tone:
Professional, respectful, empathetic.
I Am Sorry to Report
Meaning:
Slightly formal, expresses personal accountability.
Explanation:
Adds a human touch while sharing negative outcomes.
Examples:
Email: “I am sorry to report that the project timeline has been delayed.”
Best Use:
Semi-formal professional emails, project updates.
Worst Use:
Casual texts or informal chats.
Tone:
Polite, professional, considerate.
Unfortunately, It Appears That
Meaning:
Highlights regret while noting the situation is beyond control.
Explanation:
Softens bad news and conveys professionalism.
Examples:
Email: “Unfortunately, it appears that the shipment will arrive late.”
Best Use:
Professional emails, client updates.
Worst Use:
Casual communication.
Tone:
Professional, empathetic, neutral.
I Regret That I cannot
Meaning:
Personal, formal phrasing to decline or deny politely.
Explanation:
Shows respect for the recipient while delivering unwelcome news.
Examples:
Email: “I regret that I cannot attend the scheduled meeting.”
Best Use:
Formal professional correspondence.
Worst Use:
Informal conversations.
Tone:
Polite, respectful, professional.
It Is with Sorrow That I Inform You
Meaning:
Very formal, emphasizes emotional empathy.
Explanation:
Ideal for sensitive or serious professional news.
Examples:
Email: “It is with sorrow that I inform you of the cancellation of the event.”
Best Use:
Formal corporate or HR communications.
Worst Use:
Casual emails.
Tone:
Formal, empathetic, respectful.
I Must Express My Sincere Regret
Meaning:
Very formal, conveys heartfelt professional regret.
Explanation:
Suitable for serious apologies or important negative updates.
Examples:
Email: “I must express my sincere regret that your application was not successful.”
Best Use:
HR, legal, or executive-level emails.
Worst Use:
Informal communication.
Tone:
Polite, formal, professional.
I Apologize for the Inconvenience
Meaning:
Focuses on the impact rather than just the event.
Explanation:
Professional, emphasizes empathy and courtesy.
Examples:
Email: “I apologize for the inconvenience caused by the delayed shipment.”
Best Use:
Client-facing, customer service, professional emails.
Worst Use:
Casual messages.
Tone:
Professional, courteous, empathetic.
I Am Sorry to Notify You
Meaning:
Polite, formal way to deliver negative information.
Explanation:
Slightly softer than “I regret to inform you,” suitable for most professional emails.
Examples:
Email: “I am sorry to notify you that the meeting has been rescheduled.”
Best Use:
Professional emails, HR, and client updates.
Worst Use:
Informal communication.
Tone:
Polite, professional, neutral.
Unfortunately, We Find That
Meaning:
Professional, formal phrasing to present constraints.
Explanation:
Conveys a negative outcome in a neutral, diplomatic way.
Examples:
Email: “Unfortunately, we find that your request exceeds the project scope.”
Best Use:
Business emails, project communications.
Worst Use:
Informal messaging.
Tone:
Professional, neutral, tactful.
It Saddens Me to Say
Meaning:
Slightly more personal, conveys empathy.
Explanation:
Adds warmth and emotional intelligence while maintaining professionalism.
Examples:
Email: “It saddens me to say that the workshop has been canceled.”
Best Use:
Semi-formal professional emails.
Worst Use:
Highly formal corporate announcements.
Tone:
Empathetic, professional, warm.
I Must Convey My Regret
Meaning:
Formal phrasing emphasizing responsibility and professionalism.
Explanation:
Communicates regret clearly while maintaining a formal tone.
Examples:
Email: “I must convey my regret that your proposal was not approved.”
Best Use:
Executive or formal professional emails.
Worst Use:
Casual emails.
Tone:
Formal, professional, respectful.
We Are Sorry to Inform You
Meaning:
A collective professional phrase used for company-wide or group communication.
Explanation:
Polite and neutral, suitable for client or customer communications.
Examples:
Email: “We are sorry to inform you that the event has been postponed.”
Best Use:
Client updates, official announcements.
Worst Use:
Personal or informal messages.
Tone:
Professional, courteous, neutral.
I Am Regretful to State
Meaning:
Formal, slightly literary phrasing.
Explanation:
Suitable for formal letters or serious business correspondence.
Examples:
Email: “I regret to state that your request cannot be fulfilled.”
Best Use:
Formal correspondence, legal or HR communications.
Worst Use:
Casual professional emails.
Tone:
Formal, professional, respectful.
I Express My Regret That
Meaning:
Highly formal, emphasizing a thoughtful apology.
Explanation:
Shows empathy and consideration when delivering disappointing news.
Examples:
Email: “I express my regret that we cannot meet your deadline request.”
Best Use:
Executive, legal, or formal professional emails.
Worst Use:
Informal emails.
Tone:
Formal, polite, professional.
I Am Sorry About the Situation
Meaning:
Slightly less formal, empathetic phrasing.
Explanation:
Balances empathy with professionalism in client or colleague communications.
Examples:
Email: “I am sorry about the situation regarding the delayed shipment.”
Best Use:
Semi-formal professional emails.
Worst Use:
Casual, friendly texts.
Tone:
Empathetic, professional, courteous.
Final Thoughts
Delivering disappointing news in a formal email requires a careful balance of professionalism, empathy, and clarity. While “unfortunately” is a standard phrase, overusing it can make your messages feel repetitive or overly negative. The 35 alternatives presented in this article provide a variety of ways to communicate regret, maintain politeness, and show respect for your recipient.
Choosing the right phrasing depends on the context, audience, and tone you want to convey. Phrases like “Regrettably”, “I must inform you with regret”, or “It is with sincere regret that I inform you” are suitable for highly formal or executive-level communications. More approachable alternatives like “I’m sorry to inform you” or “It saddens me to say” can soften the message and make your email feel empathetic and thoughtful, without losing professionalism.
Using these alternatives thoughtfully demonstrates that you value your recipient and are aware of the impact of your message. By varying your phrasing, you can avoid monotony, express consideration, and leave a positive impression even when delivering bad news. Ultimately, the goal is to communicate clearly, professionally, and with empathy, ensuring that your emails maintain credibility, foster positive relationships, and respectfully convey difficult information.
FAQs
What does “Unfortunately, in a formal email” mean?
It signals regret or disappointment in a professional context, used to soften negative news or declining requests while maintaining politeness.
Are there professional alternatives to “unfortunately”?
Yes. Alternatives like “Regrettably”, “I must inform you with regret”, and “I’m sorry to inform you” convey empathy and professionalism effectively.
When should I use these alternatives?
Use them when declining requests, postponing events, reporting setbacks, or delivering any news that may disappoint the recipient.
Can I use casual phrases in formal emails?
No. Casual phrases can appear unprofessional; always choose alternatives that maintain formality and politeness for business contexts.
Why vary how I say “unfortunately”?
Varying phrasing prevents repetition, demonstrates thoughtfulness, adds empathy, and helps maintain a professional tone while delivering bad news.
Hi, I’m Emma Brooke, the writer and creator behind Grammarwaves.com. I’m passionate about helping people understand English grammar in a simple, clear, and engaging way. Whether you’re brushing up on basic grammar or diving into tricky language questions, my goal is to make learning easy and enjoyable.
