In the realm of professional communications, finding the right words to convey disappointment or deliver unfavorable news can be challenging. While “unfortunately” in a formal email is a common go-to phrase, it’s often overused and can come across as trite. This article explores alternatives to unfortunately that can help you craft more thoughtful and impactful messages in your business writing.
So, if you want to be different and unique in this era, you must use some different and attractive alternate words mainly if you are running a business. Likely, use some different ways to express your feelings of the time when you are thinking that your fortune is not with you. However, use some other words instead of “unfortunately” and you will get 20 others ways to say “unfortunately” in a formal email.
Is It Professional to Say “Unfortunately”?
Using “unfortunately” in professional communication isn’t inherently unprofessional, but it can become overused and lose impact. While it’s a clear way to introduce disappointing news, relying on it too heavily might make your writing seem formulaic or lacking in empathy. Professional language often benefits from varied expressions that convey regret while maintaining a positive tone. The key is to strike a balance between clarity, empathy, and professionalism in your business writing.
Here Are 20 Other Ways To Say “Unfortunately” in A Formal Email
- Regrettably
- I’m afraid that…
- We regret to inform you…
- It is with disappointment that…
- We’re in the unfortunate position of…
- To our dismay…
- We find ourselves in the difficult situation of…
- It pains me to say…
- I regret to say…
- We’re saddened to announce…
- We’ve encountered an unexpected setback…
- I wish I had better news…
- Circumstances beyond our control have led to…
- We find ourselves in the position of having to…
- Despite our best efforts…
- It’s with a heavy heart that…
- We’ve had to make the tough decision to…
- I regret to bring you this news…
- We’re facing an unexpected challenge…
- I’m writing to inform you of a development…
1. Regrettably
“Regrettably” conveys a sense of personal disappointment while maintaining a professional tone. It’s an excellent choice for relaying disappointing news in a way that shows empathy.
Example:
Dear Mr. Thompson, Regrettably, we must inform you that your application for the senior analyst position has not been successful on this occasion. We appreciate the time and effort you invested in the interview process.
Best regards,
Sarah Chen HR Manager
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2. I’m afraid that…
This phrase softens the blow of bad news by expressing a personal connection to the situation. It’s particularly useful in employee relations scenarios. It seems good instead of unfortunately” in a formal email.
Example:
Hello Team, I’m afraid that we’ll need to postpone our company retreat scheduled for next month. Recent budget constraints have made this decision necessary. We’re working on alternative team-building activities and will update you soon.
Regards,
Mark Williams CEO
3. We regret to inform you…
This formal phrase is suitable for business communication when delivering official notifications or responses. It maintains a respectful distance while acknowledging the gravity of the situation.
Example:
Dear Ms. Rodriguez, We regret to inform you that due to unforeseen circumstances, we are unable to fulfill your order by the requested date. We understand this may cause inconvenience and are committed to finding a solution that meets your needs.
Sincerely,
Alex Turner Customer Service Manager
4. It is with disappointment that…
This expression is particularly effective when acknowledging disappointment in situations where both parties had high hopes for a positive outcome.
Example:
Dear Dr. Lee, It is with disappointment that I must decline your invitation to speak at the upcoming medical conference. An unexpected scheduling conflict has arisen, making it impossible for me to attend.
Warm regards,
Dr. Emily Foster
5. We’re in the unfortunate position of…
This phrase acknowledges the difficulty of the situation while implying that the circumstances are beyond one’s control. It’s useful for conveying unfavorable updates in a way that doesn’t place blame.
Example:
Dear Valued Customer, We’re in the unfortunate position of having to increase our service rates starting next quarter. This decision comes after careful consideration of rising operational costs and our commitment to maintaining service quality.
Thank you for your understanding,
James Morrison CFO
6. To our dismay…
This phrase conveys a stronger sense of disappointment and is suitable for situations where the negative outcome affects both the sender and the recipient. It’s effective for crafting thoughtful responses that show solidarity. So, don’t use repeating words like unfortunately” in a formal email.
Example:
Hello Project Team, To our dismay, the client has decided not to move forward with the proposed expansion plan. While this news is disappointing, I want to commend everyone for their hard work and dedication throughout the planning phase. Let’s regroup tomorrow to discuss our next steps.
Best,
Olivia Patel Project Manager
Read more grammar lessons on Synolinker
7. We find ourselves in the difficult situation of…
This phrase is particularly useful when delivering difficult news that requires explanation or context. It sets the stage for a more detailed discussion of the circumstances.
Example:
Dear Mr. Johnson, We find ourselves in the difficult situation of having to rescind our job offer. A recent company-wide restructuring has eliminated the position we had offered you. We sincerely apologize for any inconvenience this may cause.
Respectfully,
Hannah Lee HR Director
8. It pains me to say…
This expression adds a personal touch to formal email alternatives, showing genuine empathy and regret. It’s particularly effective when the sender has a close working relationship with the recipient.
Example:
Hi Lisa, It pains me to say that we won’t be able to approve the additional budget for your department this quarter. I know how hard you’ve worked on your proposals, and I’m committed to revisiting this decision in the near future. Let’s schedule a call to discuss alternative strategies.
Best,
Michael Chang Finance Director
9. I regret to say…
This phrase strikes a balance between formal and personal, making it versatile for various professional phrases in business emails. It’s straightforward yet empathetic.
Example:
Dear Vendor Partners, I regret to say that we’ll be implementing stricter quality control measures in response to recent product issues. While we value our partnership, ensuring customer satisfaction must be our top priority. We look forward to working closely with you to meet these new standards.
Sincerely,
Robert Nguyen Quality Assurance Manager
10. We’re saddened to announce…
This phrase is appropriate for delivering bad news that affects a larger group or organization. It conveys a sense of shared disappointment and solidarity.
Example:
Dear All Employees, We’re saddened to announce the closure of our downtown office location. This decision, while difficult, is necessary to ensure the long-term stability of our company. We are committed to supporting all affected staff through this transition. A town hall meeting will be held next week to address your questions and concerns.
With appreciation for your understanding,
Emma Thompson CEO
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11. We’ve encountered an unexpected setback…
This phrase acknowledges challenges while maintaining a problem-solving attitude. It’s useful for conveying unfavorable updates in project management scenarios.
Example:
Dear Project Stakeholders, We’ve encountered an unexpected setback in the development of our new software platform. A critical third-party integration is experiencing compatibility issues, which will delay our launch by approximately two weeks. Our team is working diligently to resolve this issue. We’ll provide daily updates and are committed to minimizing any further delays.
Best regards,
Tanya Zhao Project Lead
12. I wish I had better news…
This expression adds a personal touch to formal email alternatives, showing genuine disappointment while maintaining professionalism. It’s effective for relaying disappointing news in situations where you have a good rapport with the recipient.
Example:
Hi Sam, I wish I had better news regarding your proposal for the marketing campaign. While the team was impressed with your creativity, we’ve decided to go in a different direction that aligns more closely with our current brand strategy. I’d love to discuss how we can incorporate some of your ideas into future projects. Can we set up a call next week?
Cheers,
Liam O’Connor Marketing Director
13. Circumstances beyond our control have led to…
This phrase is useful when delivering bad news about situations that are genuinely outside of your influence. It helps in maintaining diplomacy while explaining difficult situations.
Example:
Dear Valued Customers, Circumstances beyond our control have led to a temporary shortage of our popular XYZ product. Severe weather conditions have disrupted our supply chain, causing delays in production and shipping. We’re working around the clock to restore normal inventory levels and expect to resume full operations within the next 10 days. We appreciate your patience and loyalty during this challenging time.
Sincerely,
Elena Rodriguez Customer Relations Manager
14. We find ourselves in the position of having to…
This expression is particularly useful for crafting thoughtful responses when you need to take an action that may disappoint the recipient. It acknowledges the difficulty of the situation while maintaining a professional tone.
Example:
Dear Mr. Tanaka, We find ourselves in the position of having to decline your request for an extended payment term. While we value our long-standing partnership, our current financial policies don’t allow for such arrangements. However, we’d be happy to discuss alternative solutions that might better suit your needs. Would you be available for a call this Thursday to explore options?
Best regards,
Aisha Patel Accounts Manager
15. Despite our best efforts…
This phrase shows that you’ve genuinely tried to avoid the negative outcome, which is crucial for acknowledging disappointment while maintaining trust in professional communications.
Example:
Hello Team, Despite our best efforts, we weren’t able to secure the Johnson account. The client ultimately decided to stay with their current service provider. I want to commend everyone for their hard work on this pitch. Let’s schedule a debrief session to discuss what we can learn from this experience and how to strengthen our future proposals.
Keep up the great work,
Natalie Wong Sales Director
16. It’s with a heavy heart that…
This expression conveys deep regret and is appropriate for delivering difficult news of a more serious or personal nature in a professional context.
Example:
Dear Colleagues, It’s with a heavy heart that I announce the passing of our founder, David Thompson. David’s vision and leadership have been the cornerstone of our company for over three decades. We will be organizing a memorial service next week to honor David’s legacy. Details will follow shortly. Our thoughts are with David’s family during this difficult time.
With deepest sympathy,
Marcus Greene CEO
17. We’ve had to make the tough decision to…
This phrase is effective when conveying unfavorable updates about difficult choices made by leadership. It acknowledges the weight of the decision while implying careful consideration.
Example:
Dear Staff, We’ve had to make the tough decision to postpone our annual company retreat. The current economic climate requires us to be more conservative with our expenditures. We’re exploring alternative team-building activities that can be conducted locally and will share those plans soon. Thank you for your understanding as we navigate these challenging times.
Best regards,
Sophia Chen HR Director
18. I regret to bring you this news…
This formal yet empathetic phrase is suitable for delivering bad news in various professional contexts. It shows personal involvement while maintaining appropriate distance.
Example:
Dear Dr. Williams, I regret to bring you this news, but we must reschedule your keynote address at the upcoming medical conference. An unexpected scheduling conflict with a major sponsor has forced us to revise our program. We value your expertise immensely and hope to find a new date that works for you. Could we discuss potential alternatives for your presentation?
Sincerely,
Jonathan Lee Conference Coordinator
19. We’re facing an unexpected challenge…
This phrase frames the negative news as a problem to be solved, which can be effective in professional communications when you want to maintain a proactive and positive tone.
Example:
Hello Investors, We’re facing an unexpected challenge with our Q3 projections. Recent market volatility has impacted our growth estimates, and we now anticipate a 10% decrease in revenue compared to our initial forecast. We’ve already begun implementing strategies to mitigate this setback and are confident in our ability to rebound in Q4. I’ll be hosting a webinar next week to discuss our action plan in detail. Your continued support is greatly appreciated,
Omar Faris CFO
20. I’m writing to inform you of a development…
This neutral opening can be used to introduce various types of news, including negative ones, in formal email alternatives. It sets a professional tone for the message that follows.
Example:
Dear Partner Organizations, I’m writing to inform you of a development regarding our joint community outreach program. Due to recent budget cuts, we will need to scale back the scope of our summer activities. While this news is disappointing, we remain committed to making a positive impact. I propose we schedule a meeting to brainstorm cost-effective alternatives that can still achieve our core objectives.
Looking forward to your input,
Maya Sato
Community Relations Director
Mastering the Art of Delivering Negative News
Crafting thoughtful responses when delivering disappointing news is a crucial skill in professional communications. By expanding your repertoire beyond the overused “unfortunately,” you can enhance your email etiquette and communication skills.
Remember, the key to maintaining diplomacy in these situations lies not just in the words you choose, but also in the overall tone and structure of your message. Here are some additional tips for thoughtful email etiquette when delivering unfavorable news:
- Be direct but empathetic: Get to the point quickly, but show that you understand the impact of the news.
- Provide context: Offer a brief explanation for the situation without making excuses.
- Offer alternatives or solutions: When possible, suggest next steps or ways to mitigate the disappointment.
- End on a positive note: Close your email with a forward-looking statement or expression of continued commitment to the relationship.
- Proofread carefully: Ensure your message is clear, concise, and free of errors to maintain professionalism.
By incorporating these alternatives to unfortunately and following these guidelines, you can navigate the challenges of delivering difficult news with grace and professionalism. Remember, effective communication in these situations can strengthen relationships and demonstrate your commitment to respectful dialogue, even when the news isn’t favorable.
Avoiding overly casual language is crucial in these scenarios. While you want to sound human and empathetic, using informal expressions can undermine the seriousness of your message. Strike a balance between warmth and professionalism to ensure your communication remains appropriate for the workplace.
As you practice these alternatives to unfortunately and refine your approach to negative news delivery, you’ll find that your business writing becomes more nuanced and effective. These skills are invaluable for client relations, employee relations, and all aspects of corporate language.
Conclusion
In conclusion, mastering the art of delivering unfavorable news with tact and empathy is a vital skill in today’s business world. By expanding your vocabulary and approach beyond the simple use of “unfortunately,” you demonstrate respect for your recipients and a commitment to clear, thoughtful communication. This attention to detail in your professional language will serve you well throughout your career, helping you navigate difficult conversations with confidence and grace.
Emily Hanis is an experienced writer with a passion for all things grammar. With years of expertise in the field, she brings clarity and creativity to her content, making complex language rules easy to understand. On her blog, Emily shares practical tips, grammar insights, and a rich collection of synonyms to help readers enhance their writing skills. Her engaging style makes learning grammar both informative and fun.
