10 Professional Ways to Say “Unfortunately”

Delivering bad news in a professional setting is never easy, but choosing the right words can help soften the blow.

This article provides 10 alternatives to the word “unfortunately” to use in workplace emails or messages. Each alternative is explained with examples so you know exactly how and when to use them.

10 Other Ways to Say “Unfortunately”

When you want to deliver not-so-great news in a professional environment, using the right words is key. Here are 10 professional alternatives to “unfortunately” that strike a balance between courteous and direct communication:

1. Regrettably

“Regrettably” is a synonym for “unfortunately” that sounds professional and formal. It carries a similar weight but feels slightly more formal. This alternative is suitable for communications where you need to maintain a professional tone while delivering unfavorable news.

This alternative is ideal for email messages with clients or higher-ups. It’s best used in situations where you need to express regret for an unforeseen outcome or a decision that negatively affects the recipient. It’s preferred in more formal communication settings.

Example:

Dear Emily,

Regrettably, we must postpone our meeting scheduled for next week due to unforeseen circumstances.

Best regards,
Mark

2. I’m sorry to inform you

“I’m sorry to inform you” is a polite and professional way to introduce unfavorable news. It personalizes the message, directly addressing the recipient. This alternative adds a human touch to the communication, making it suitable for sensitive subjects.

It works well in both formal and informal settings, depending on the overall tone of the email. This phrase is most effective when you need to emphasize empathy in your message, such as when letting someone know about a delay or cancellation directly impacting them.

Example:

Dear Martin,

I'm sorry to inform you that the project deadline has been extended due to unforeseen issues.

Best,
Susan

3. It’s with regret that

This alternative expresses a deep level of regret over an unfavorable situation or outcome. It’s a professional synonym for “unfortunately” that adds a formal touch to the message, making it appropriate for serious communications.

This phrase is best used in formal communications, especially when delivering bad news that has significant implications. It’s particularly effective in written communications where the tone of voice is crucial to convey respect and sincerity.

Example:

Dear Team,

It's with regret that we announce the cancellation of this year's company retreat.

Sincerely,
Jane

4. I regret to tell you

“I regret to tell you” is another formal and professional alternative to “unfortunately.” This phrase makes the message personal and indicates that the sender is genuinely sorry about the news being delivered.

This expression is suitable for messages where it is important to highlight the sender’s empathy and understanding of how the news affects the recipient. It is particularly useful in emails or letters to individuals rather than groups.

Example:

Dear Carlos,

I regret to tell you that your application for the marketing position has been unsuccessful.

Kind regards,
Lisa

5. We are sorry to announce

“We are sorry to announce” is a synonym used when the sender needs to communicate not-so-great news on behalf of a group or organization. It’s a professional way to convey messages that affect a community or a large number of people.

This phrase is most appropriate for formal announcements, especially those requiring a collective apology or regret, like event cancellations or significant changes in plans. It shows a unified front and shared responsibility for the decision.

Example:

Dear Stakeholders,

We are sorry to announce that the launch of our new product will be delayed due to production issues.

Warm regards,
The Team at Innovatech

6. Disappointingly

“Disappointingly” directly addresses the feeling of disappointment associated with the news. While it’s a more direct way to express regret, it still maintains a professional tone. This alternative is straightforward and doesn’t mince words.

It’s well-suited for internal communications where there’s a need for directness but within a respectful and professional framework. It’s also effective in external communications where clarity about the nature of the disappointment is essential.

Example:

Dear Contributors,

Disappointingly, we haven't reached our fundraising goal for this quarter.

Best,
The Fundraising Team

7. It’s disappointing to say

This phrase frames the message in a way that prepares the recipient for disappointing news. It’s a polite, yet direct alternative to “unfortunately.” This choice suggests a reluctance to deliver the news, softening the impact.

It’s a versatile option that can fit both formal and informal contexts, making it suitable for a wide range of messages from delays in service to changes in policy that might not meet the recipient’s expectations.

Example:

Dear Valued Client,

It's disappointing to say that our service update will launch later than anticipated.

Yours sincerely,
Tom

8. We regret to inform you

This phrase is a classic, formal alternative to “unfortunately.” It communicates regret in a way that is direct and professional, making it clear that the news is not taken lightly by the sender.

It’s especially suitable for messages that convey serious, impactful decisions or incidents to recipients who expect a certain level of formality. This alternative is most commonly used in written communication such as emails or letters.

Example:

Dear Applicants,

We regret to inform you that the workshop has been canceled.

Regards,
The Organizing Committee

9. It is unfortunate that

“It is unfortunate that” is a professional and somewhat formal way to begin delivering bad news. It acknowledges the negative situation without placing blame. This alternative is ideal for situations that require tact and sensitivity.

This phrase is particularly useful in sensitive communications where the news might have personal or significant professional implications for the recipient. It’s respectful and implies an understanding of the impact of the news delivered.

Example:

Dear Team,

It is unfortunate that we must implement budget cuts across all departments.

Sincerely,
Diane, HR Manager

10. With sadness

“With sadness” is a deeply empathetic and respectful way to start a message that contains bad news. It directly conveys the sender’s emotional state regarding the information to be shared. This phrase is suitable for conveying messages that impact individuals on an emotional level.

It is best used in formal and semi-formal messages, particularly when addressing serious issues like the passing of a team member or the end of a long-standing professional relationship. It’s a phrase that brings a human touch to the message.

Example:

Dear Friends and Colleagues,

With sadness, we must say goodbye to Mr. Thompson, who decided to retire after 20 years of service.

Kindest regards,
The Management Team

Final Thoughts

Choosing the right words in tough situations can change how your message is received. The 10 alternatives to “unfortunately” we’ve discussed offer a range of options, from formal to empathetic, to match different professional contexts. By using these phrases, you can communicate difficult news in a way that is considerate and effective.