Other ways to say unfortunately in a formal email — this keyword matters more than you think. When you’re writing a polished, professional message, choosing the right tone can shape how your reader responds.
That’s why exploring other ways to say unfortunately in a formal email is essential for anyone who wants to sound respectful, confident, and clear.
In today’s fast-moving business world, communication needs to be graceful yet impactful. By learning other ways to say unfortunately in a formal email, you elevate your writing, strengthen your professional image, and build trust with your audience.
This guide will walk you through smart, polished, and effective alternatives so you always know other ways to say unfortunately in a formal email—no matter the situation.
All Other Ways to Say “Unfortunately” in a Formal Email
However, Regrettably, Sadly, I’m afraid that…, It is with regret that…, To my disappointment…, I must inform you…, I regret to say…, It saddens me to inform you…, With great regret…, It is disappointing to note…, It is unfortunate that…, I’m sorry to report…, To my regret…, We regret to inform you…, We are sorry to notify you…, I’m sorry to advise…, I’m sorry to mention…, It pains me to say…, I’m disappointed to inform you…, It is with deep regret…, Please be advised that…, Kindly note that…, I must bring to your attention…, I wish the news were better…
1. However
Definition: A formal transition used to show contrast or introduce an unexpected outcome.
Description: It softens the message and makes the sentence professional without sounding harsh.
Examples:
- However, the meeting has been postponed.
- However, we cannot approve the request at this time.
- However, the documents remain incomplete.
2. Regrettably
Definition: A polite and formal way to express disappointment or regret.
Description: Stronger than “unfortunately,” ideal for business emails.
Examples:
- Regrettably, the event has been canceled.
- Regrettably, your application does not meet our criteria.
- Regrettably, we are unable to proceed further.
3. Sadly
Definition: A gentle way to show disappointment or an unfortunate outcome.
Description: Suitable for emails that require a soft, empathetic tone.
Examples:
- Sadly, the position has already been filled.
- Sadly, we cannot extend the deadline.
- Sadly, the requested item is out of stock.
4. I’m afraid that…
Definition: A polite phrase used to introduce bad news.
Description: Softens the impact and feels conversational yet formal.
Examples:
- I’m afraid that the files weren’t uploaded correctly.
- I’m afraid that we cannot approve the budget.
- I’m afraid that your request has been declined.
5. It is with regret that…
Definition: A highly formal phrase used for serious or official communication.
Description: Often used in HR, legal, and corporate announcements.
Examples:
- It is with regret that we accept your resignation.
- It is with regret that we inform you of the delay.
- It is with regret that the project has been halted.
6. To My Disappointment
Definition: Expresses personal or professional dissatisfaction.
Description: Works well when referring to outcomes that didn’t meet expectations.
Examples:
- To my disappointment, the proposal wasn’t approved.
- To my disappointment, no updates were received.
- To my disappointment, the shipment was delayed.
7. I Must Inform You
Definition: A direct yet polite phrase for delivering unpleasant news.
Description: Useful for formal or procedural email communication.
Examples:
- I must inform you that your payment is overdue.
- I must inform you that the offer has expired.
- I must inform you that the meeting has been moved.
8. I Regret to Say
Definition: A classic professional alternative to “unfortunately.”
Description: Adds a formal touch to any type of regretful message.
Examples:
- I regret to say your account remains inactive.
- I regret to say we cannot accommodate the change.
- I regret to say the results were not favorable.
9. It Saddens Me to Inform You
Definition: A more emotional and empathetic way to express regret.
Description: Suitable for sensitive or impactful messages.
Examples:
- It saddens me to inform you that the initiative is canceled.
- It saddens me to inform you of this unexpected change.
- It saddens me to inform you that the request was rejected.
10. With Great Regret
Definition: A deeply formal and sincere expression of regret.
Description: Ideal for important professional announcements.
Examples:
- With great regret, we must delay the launch.
- With great regret, we are ending the partnership.
- With great regret, your application was not selected.
11. It Is Disappointing to Note
Definition: A structured, formal phrase to highlight dissatisfaction.
Description: Useful in reports, evaluations, and corporate updates.
Examples:
- It is disappointing to note that targets were not met.
- It is disappointing to note the decline in performance.
- It is disappointing to note that no response was received.
12. It Is Unfortunate That
Definition: A direct and polite version of “unfortunately.”
Description: Ideal for neutral or factual updates.
Examples:
- It is unfortunate that the issue persists.
- It is unfortunate that we cannot continue.
- It is unfortunate that the error went unnoticed.
13. I’m Sorry to Report
Definition: A polite apology paired with important information.
Description: Works in both formal and semi-formal emails.
Examples:
- I’m sorry to report that the system is down.
- I’m sorry to report we found inconsistencies.
- I’m sorry to report your request was denied.
14. To My Regret
Definition: Formal expression showing personal disappointment.
Description: Gives a sincere tone without sounding overly emotional.
Examples:
- To my regret, the files were corrupted.
- To my regret, we couldn’t finalize the agreement.
- To my regret, we must decline the proposal.
15. We Regret to Inform You
Definition: A professional, collective statement of regret.
Description: Common in corporate and customer-service emails.
Examples:
- We regret to inform you that your refund was denied.
- We regret to inform you the event is postponed.
- We regret to inform you that you were not selected.
16. We Are Sorry to Notify You
Definition: A soft but corporate way of delivering bad news.
Description: Ideal for business notifications.
Examples:
- We are sorry to notify you of this inconvenience.
- We are sorry to notify you about the disruption.
- We are sorry to notify you that the date has changed.
17. I’m Sorry to Advise
Definition: A mix of apology and formal notice.
Description: Helps deliver difficult decisions delicately.
Examples:
- I’m sorry to advise that your request cannot be processed.
- I’m sorry to advise of a delay in your shipment.
- I’m sorry to advise that support is not available today.
18. I’m Sorry to Mention
Definition: A softer way to introduce uncomfortable information.
Description: Good for mild-to-moderate disappointment.
Examples:
- I’m sorry to mention that a mistake occurred.
- I’m sorry to mention your account remains inactive.
- I’m sorry to mention the file was incomplete.
19. It Pains Me to Say
Definition: An emotional and empathetic alternative.
Description: Suitable for sensitive, people-centered communication.
Examples:
- It pains me to say we cannot continue the project.
- It pains me to say there were complications.
- It pains me to say the team rejected the proposal.
20. I’m Disappointed to Inform You
Definition: Expresses personal professional disappointment.
Description: Stronger than “unfortunately,” often used for internal communication.
Examples:
- I’m disappointed to inform you of the delay.
- I’m disappointed to inform you the deal fell through.
- I’m disappointed to inform you the review failed.
21. It Is With Deep Regret
Definition: A very formal, serious expression of regret.
Description: Used in major announcements or sensitive matters.
Examples:
- It is with deep regret that we cancel the program.
- It is with deep regret we announce the closure.
- It is with deep regret that your contract is ending.
22. Please Be Advised That
Definition: A formal phrase introducing important information.
Description: Works well in notices, warnings, and policy-based communication.
Examples:
- Please be advised that the policy has changed.
- Please be advised that the deadline has passed.
- Please be advised that access is restricted.
23. Kindly Note That
Definition: A polite way to introduce negative information or reminders.
Description: Sounds professional without being too harsh.
Examples:
- Kindly note that we cannot offer an extension.
- Kindly note that updates are unavailable.
- Kindly note that the issue remains unresolved.
24. I Must Bring to Your Attention
Definition: A formal phrase highlighting something important or negative.
Description: Often used in workplace or managerial communication.
Examples:
- I must bring to your attention the missing documents.
- I must bring to your attention a recent error.
- I must bring to your attention the delay.
25. I Wish the News Were Better
Definition: A polite, empathetic phrase for delivering bad news.
Description: Adds sincerity and warmth to formal emails.
Examples:
- I wish the news were better, but the order is delayed.
- I wish the news were better regarding the application.
- I wish the news were better about the availability.
FAQs
1. What is the most professional alternative to “unfortunately”?
“Regrettably” and “It is with regret that…” are the most formal options.
2. Can I use these alternatives in customer service emails?
Yes, most of these expressions are ideal for customer-facing communication.
3. Which alternative is the softest in tone?
“I’m afraid that…” and “Kindly note that…” are the gentlest.
4. Should I avoid emotional expressions in workplace emails?
Use warmer expressions like “It saddens me…” only when appropriate.
5. Are these alternatives suitable for academic writing?
Yes, especially phrases like “However” and “It is unfortunate that.”
6. How often can I use these alternatives in one email?
Use only one per instance of regret to keep the writing clear and natural.
Conclusion
Using other ways to say “unfortunately” in a formal email helps you sound polished, professional, and articulate.
Instead of repeating the same phrase, these 25 alternatives allow you to adjust tone, show empathy, and communicate more effectively.
