10 Synonyms for “I Regret to Inform You” (With Examples)

When communicating bad news in a professional setting, the phrase “I regret to inform you” is commonly used. However, using the same expression repeatedly can become monotonous and may not always fit the tone you wish to convey.

This article explores various alternatives that maintain professionalism and politeness, suitable for different workplace scenarios. Each alternative is discussed in detail to help you choose the most appropriate one for your specific situation.

Is It Professional to Say “I Regret to Inform You”?

The phrase “I regret to inform you” is often considered both professional and formal. It is also seen as a polite way to deliver bad news. This phrase is appropriate in various situations where sensitive or unfortunate information must be conveyed, and it helps to maintain a respectful tone.

Typically, it is used with recipients such as clients, colleagues, or in official communications. The reserved nature of this phrase makes it suitable for written communications like emails, letters, or formal notices.

Email example:

Dear Mr. Thompson,

I regret to inform you that we have to postpone our scheduled meeting due to unforeseen circumstances. We will notify you of the new date as soon as possible.

Thank you for your understanding.

Best regards,
Alice Marshall

Pros:

• Conveys empathy and respect.
• Helps in maintaining a professional demeanor in difficult situations.
• Clear and direct, leaving no ambiguity about the nature of the information.

Cons:

• Can feel somewhat detached or overly formal in certain situations.
• May not be suitable for informal communications or close relationships.

While the phrase “I regret to inform you” is effective in many settings, some might consider using alternatives to soften the impact or to suit a slightly less formal interaction.

10 Other Ways to Say “I Regret to Inform You”

Here are ten common alternatives to the phrase “I Regret to Inform You” that are suitable for use in a professional email:

1. Unfortunately, I have to tell you

This alternative is less formal but maintains a professional and straightforward tone. It carries a similar message of regret as the original phrase.

It’s appropriate in workplace emails when you need to notify someone of minor setbacks or less impactful issues. It can be used with team members or colleagues, making the message polite yet direct. This alternative works well in written communications where a moderately informal approach is sufficient.

Email example:

Dear Emily,

Unfortunately, I have to tell you that the client postponed next week's presentation. We will need to reschedule our preparation meeting accordingly.

Kindest regards,
Tom

2. I’m sorry to have to say

This phrase is a synonym that’s slightly less formal and brings a personal touch to the professional correspondence. It subtly expresses regret.

This version is suitable when communicating softer bad news to colleagues or subordinates where you want to maintain a compassionate tone. It is ideal for emails or direct messages within the company, ensuring the delivery is polite and thoughtful.

Email example:

Hello Kevin,

I'm sorry to have to say that we didn't secure the funding we hoped for this quarter.

Best,
Claire

3. It’s disappointing to relay

This alternative conveys disappointment and is a less formal synonym but stays professional. It prepares the reader for negative news with a softer preface.

Better suited for internal messages where the news affects the team’s project or objectives. It’s appropriate for emails, particularly when you are speaking to colleagues who are directly involved or impacted.

Email example:

Hi Team,

It's disappointing to relay that our project launch is delayed by two weeks due to unexpected vendor issues.

Regards,
Diana

4. I wish I had better news

This phrase is somewhat informal yet remains professional. It directly addresses the negative aspect of the message while wishing for a more positive outcome.

Use this alternative in less formal emails or messages where you want to express a personal disappointment along with the facts. Great for correspondences with team members you work closely with or with stakeholders who appreciate a more personalized approach.

Email example:

Dear Mark,

I wish I had better news, but the budget cuts will affect our department's resources.

Sincerely,
Anne

5. I’m afraid I’ve got bad news

This synonym is direct and slightly informal while still appropriate for professional settings. It quickly gets to the point and is straightforward.

Suitable for conveying critical updates in a professional manner, especially in contexts where clarity is crucial. Ideal for emails and messages within workplace environments where timely updates are essential.

Email example:

Dear Janet,

I'm afraid I've got bad news: the supplier has declined our last revision proposal.

Best wishes,
Howard

6. It’s with a heavy heart I share

This version is emotionally expressive and slightly less formal, maintaining a respectful and professional tone. It adds a touch of empathy.

Most effective for delivering very sad or deeply disappointing news within an organization, such as a project cancellation or the loss of a team member. It is most appropriate for emails to colleagues and subordinates who share the impact.

Email example:

Team,

It's with a heavy heart I share that our colleague Simon has decided to move on to new opportunities.

Regards,
Lisa

7. I have some difficult news

This phrase is straightforward, keeping things professional with a touch of formality. It prepares the receiver for what’s to come without too much preamble.

Ideally used in formal emails where the recipient needs to be prepared for significant, impactful news. Suitable in communications with higher management or external stakeholders where the news could affect decision-making.

Email example:

Dear Board Members,

I have some difficult news: the merger talks have been abruptly halted by the other party.

Sincerely,
George

8. I’m sorry to report

This alternative is less formal than “I regret to inform you” but still maintains a polite tone. The phrase “I’m sorry to report” is slightly more personal and implies a sense of empathy.

This alternative is well-suited for situations where a more personal touch is beneficial, especially when communicating with individuals you have a previous relationship with. It works well in emails and letters where a professional yet informal tone is appropriate.

Here is a sample email:

Dear Alex,

I'm sorry to report that we will have to postpone our scheduled meeting due to unforeseen circumstances. We will reach out soon to arrange a new date.

Best regards,
Samantha

9. Regrettably, I need to inform you

This synonym retains the formal and professional tone of the original phrase but adds a slight nuance of personal regret. It’s suitable for use in formal messages where you need to maintain professionalism.

We recommend using this alternative in written communications like business emails or formal letters where you are addressing colleagues or external business contacts. It helps convey the message with the appropriate level of formality and respect.

Here is an example:

Dear Ms. Taylor,

Regrettably, I need to inform you that we have not been selected for the grant we applied for. We appreciate your support and guidance throughout the application process.

Sincerely,
Tom

10. It’s my duty to inform you

This phrase is a formal alternative that conveys a sense of responsibility and seriousness. It is well-suited for delivering messages that require a formal and professional demeanor.

We recommend this alternative for communication within hierarchical or structured settings, such as between supervisors and staff, or in formal announcements. It’s particularly effective in written formats where the gravity of the message needs to be emphasized.

Example:

Dear Team,

It's my duty to inform you that the company will be undergoing restructuring in the next few months. We assure you that more detailed information will be shared as soon as possible.

Kind regards,
Jennifer

Final Thoughts

Choosing the right words to convey unfortunate news is crucial in maintaining professionalism and respect in the workplace. The phrases listed in this article offer alternatives that can match different tones and situations, making your communication more effective.