Last Updated on October 8, 2024 by
Using the word “unfortunately” in a formal email can sometimes come off as negative or too direct. Here are 20 alternative phrases you can use to convey the same sentiment in a more polished manner, complete with definitions, scenarios, and examples.
1. “Regrettably”
Definition: A formal expression indicating disappointment.
Scenario: Used when conveying bad news.
Example 1: “Regrettably, we are unable to fulfill your request at this time.”
Example 2: “Regrettably, the meeting has been postponed.”
2. “Sadly”
Definition: A softer way to express disappointment.
Scenario: Appropriate in personal or sensitive contexts.
Example 1: “Sadly, we must cancel the event due to unforeseen circumstances.”
Example 2: “Sadly, we could not secure the necessary funding.”
3. “Unfortunately”
Definition: The original term; direct but can be softened with context.
Scenario: Used when delivering less favorable news.
Example 1: “Unfortunately, the position has been filled.”
Example 2: “Unfortunately, we encountered some unexpected delays.”
4. “I regret to inform you”
Definition: A formal way to convey disappointing information.
Scenario: Used in official communications.
Example 1: “I regret to inform you that your application was not successful.”
Example 2: “I regret to inform you that we cannot accommodate your request.”
5. “It is unfortunate that”
Definition: A direct way to express disappointment while remaining formal.
Scenario: Used when discussing a specific situation.
Example 1: “It is unfortunate that we were unable to meet the deadline.”
Example 2: “It is unfortunate that the project has encountered delays.”
6. “I am sorry to say”
Definition: A polite way to introduce bad news.
Scenario: Suitable for both formal and semi-formal communication.
Example 1: “I am sorry to say that we will not be able to proceed.”
Example 2: “I am sorry to say that your proposal cannot be accepted.”
7. “It is regrettable that”
Definition: A formal phrase indicating disappointment.
Scenario: Used in professional correspondence.
Example 1: “It is regrettable that we have to make these changes.”
Example 2: “It is regrettable that we could not finalize the agreement.”
8. “With disappointment”
Definition: A phrase that conveys a sense of regret.
Scenario: Appropriate when discussing unfavorable outcomes.
Example 1: “With disappointment, I must inform you of the cancellation.”
Example 2: “With disappointment, we acknowledge the changes to the schedule.”
9. “Unfortunately, it appears that”
Definition: A more formal introduction to unfortunate news.
Scenario: Used when providing updates or feedback.
Example 1: “Unfortunately, it appears that we have reached an impasse.”
Example 2: “Unfortunately, it appears that the project will be delayed.”
10. “It is a pity that”
Definition: A softer way to express disappointment.
Scenario: Suitable for more personal or sensitive contexts.
Example 1: “It is a pity that we could not collaborate on this project.”
Example 2: “It is a pity that our schedules did not align.”
11. “We are unable to”
Definition: A straightforward expression indicating a limitation.
Scenario: Used in formal correspondence to state constraints.
Example 1: “We are unable to proceed with your request at this time.”
Example 2: “We are unable to accommodate your proposal.”
12. “There has been a setback”
Definition: A more neutral way to convey bad news.
Scenario: Used when discussing project delays or issues.
Example 1: “There has been a setback in our timeline.”
Example 2: “There has been a setback that requires us to reassess our plans.”
13. “Unfortunately, circumstances have changed”
Definition: A formal way to express that things are not as planned.
Scenario: Used when discussing changes in plans or arrangements.
Example 1: “Unfortunately, circumstances have changed regarding the meeting.”
Example 2: “Unfortunately, circumstances have changed, affecting our availability.”
14. “I must bring to your attention”
Definition: A formal way to introduce disappointing news.
Scenario: Appropriate for reports or formal notifications.
Example 1: “I must bring to your attention that our deadline has been extended.”
Example 2: “I must bring to your attention the recent changes to the policy.”
15. “Regrettably, we must acknowledge”
Definition: A formal phrase indicating acceptance of a negative situation.
Scenario: Used in official communications.
Example 1: “Regrettably, we must acknowledge the need for additional time.”
Example 2: “Regrettably, we must acknowledge that our resources are limited.”
16. “It is disheartening to report”
Definition: A formal way to express disappointment in a report.
Scenario: Suitable for official documentation or emails.
Example 1: “It is disheartening to report that we have not met our targets.”
Example 2: “It is disheartening to report that our proposal was not accepted.”
17. “We regret to announce”
Definition: A formal way to introduce disappointing news.
Scenario: Used in press releases or formal notifications.
Example 1: “We regret to announce that the event has been canceled.”
Example 2: “We regret to announce that our partnership will end.”
18. “Sadly, we must inform you”
Definition: A polite way to deliver unfortunate news.
Scenario: Appropriate for both formal and semi-formal situations.
Example 1: “Sadly, we must inform you that your application has been denied.”
Example 2: “Sadly, we must inform you that we are unable to assist you at this time.”
19. “Unfortunately, we have encountered”
Definition: A direct phrase indicating an issue.
Scenario: Used when detailing problems or setbacks.
Example 1: “Unfortunately, we have encountered unexpected challenges.”
Example 2: “Unfortunately, we have encountered delays that affect our timeline.”
20. “In light of recent developments”
Definition: A formal way to introduce new information or changes.
Scenario: Suitable for updates or changes in circumstances.
Example 1: “In light of recent developments, we must reevaluate our timeline.”
Example 2: “In light of recent developments, we are unable to proceed as planned.”