Introduction
In professional emails, the word “unfortunately” is often used to introduce bad news, limitations, or outcomes that aren’t ideal. While it’s clear and commonly accepted, repeating it too often can make messages sound heavy, apologetic, or emotionally flat. In polished business communication, subtle wording choices can significantly improve how your message is received.
Using formal alternatives to “unfortunately” allows you to maintain professionalism while softening the tone, showing empathy, and keeping the focus on solutions rather than setbacks. Whether you’re declining a request, sharing an update, or explaining constraints, the right synonym can make your email sound more considerate and refined.
What Does “Unfortunately” Mean?
“Unfortunately” is an adverb used to signal an unfavorable outcome or situation. It prepares the reader for disappointing news and often conveys regret, limitation, or constraint. In formal emails, it typically appears before refusals, delays, or negative updates.
While not rude, it can sound blunt if overused—making thoughtful alternatives especially valuable.
When to Use Formal Alternatives
Formal alternatives to “unfortunately” are useful when:
- Declining requests or invitations
- Delivering unfavorable updates
- Explaining delays or limitations
- Maintaining a polite, respectful tone
Example:
Unfortunately, we are unable to proceed at this time.
A refined alternative can sound more empathetic and professional.
Is “Unfortunately” Polite or Professional?
Yes, “unfortunately” is professional—but it can feel abrupt. In client-facing or sensitive emails, softer phrasing helps maintain goodwill and shows consideration without diminishing clarity.
36+ Synonyms for “Unfortunately” in a Formal Email
1. Regrettably
Meaning: Expresses sincere regret
Tone: Formal
Example: Regrettably, we cannot accommodate the request.
Explanation: Classic and respectful
2. We regret to inform you
Meaning: Formal announcement of bad news
Tone: Very formal
Example: We regret to inform you that the application was unsuccessful.
Explanation: Common in official communication
3. To our regret
Meaning: Indicates shared disappointment
Tone: Formal
Example: To our regret, the event has been postponed.
Explanation: Polite and considerate
4. Much to our regret
Meaning: Emphasized regret
Tone: Formal
Example: Much to our regret, we must decline.
Explanation: Suitable for sensitive messages
5. We are sorry to say
Meaning: Softens bad news
Tone: Polite-formal
Example: We are sorry to say that the position has been filled.
Explanation: Warm and respectful
6. With regret
Meaning: Brief expression of disappointment
Tone: Formal
Example: With regret, we are unable to approve the request.
Explanation: Concise and professional
7. It is with regret that
Meaning: Formal expression of apology
Tone: Very formal
Example: It is with regret that we must cancel the meeting.
Explanation: Traditional business tone
8. We regret that
Meaning: Direct yet polite
Tone: Formal
Example: We regret that your request cannot be fulfilled.
Explanation: Clear and neutral
9. To our disappointment
Meaning: Indicates dissatisfaction
Tone: Formal
Example: To our disappointment, the shipment was delayed.
Explanation: Honest but measured
10. We regret to advise
Meaning: Formal notification
Tone: Formal
Example: We regret to advise that the deadline has passed.
Explanation: Common in corporate writing
11. Sadly
Meaning: Emotional regret
Tone: Semi-formal
Example: Sadly, the program has been discontinued.
Explanation: Use cautiously in formal emails
12. We regret to confirm
Meaning: Formal confirmation of bad news
Tone: Formal
Example: We regret to confirm that funding was not approved.
Explanation: Polished and clear
13. It is unfortunate that
Meaning: Neutral acknowledgment
Tone: Formal
Example: It is unfortunate that the timeline cannot be met.
Explanation: Objective and balanced
14. We regret to say that
Meaning: Polite expression of regret
Tone: Formal
Example: We regret to say that we must postpone the launch.
Explanation: Slightly softer tone
15. With sincere regret
Meaning: Strong apology
Tone: Formal
Example: With sincere regret, we must decline your proposal.
Explanation: Suitable for important matters
16. To our sincere regret
Meaning: Emphasized regret
Tone: Formal
Example: To our sincere regret, the service is unavailable.
Explanation: Very polite phrasing
17. We regret to notify you
Meaning: Formal notice
Tone: Formal
Example: We regret to notify you of a processing delay.
Explanation: Official and respectful
18. It is regrettable that
Meaning: Formal acknowledgment
Tone: Professional
Example: It is regrettable that this issue occurred.
Explanation: Objective and composed
19. We apologize to inform you
Meaning: Apology-based notification
Tone: Polite-formal
Example: We apologize to inform you that the order was canceled.
Explanation: Customer-focused
20. To our great regret
Meaning: Strong disappointment
Tone: Formal
Example: To our great regret, we must withdraw the offer.
Explanation: Emphasized formality
21. We regret having to inform you
Meaning: Polite bad news introduction
Tone: Formal
Example: We regret having to inform you of the change.
Explanation: Gentle and courteous
22. With apologies, we must inform you
Meaning: Apology-first phrasing
Tone: Formal
Example: With apologies, we must inform you of a delay.
Explanation: Respectful and empathetic
23. It is with sincere regret that
Meaning: Deep apology
Tone: Very formal
Example: It is with sincere regret that we decline the request.
Explanation: Suitable for sensitive contexts
24. We regret to communicate that
Meaning: Formal delivery
Tone: Formal
Example: We regret to communicate that the policy has changed.
Explanation: Corporate-friendly
25. To our regret, we must inform you
Meaning: Polite announcement
Tone: Formal
Example: To our regret, we must inform you of the cancellation.
Explanation: Structured and professional
26. It is with disappointment that
Meaning: Expresses dissatisfaction
Tone: Formal
Example: It is with disappointment that we report the outcome.
Explanation: Balanced and calm
27. We regret to share that
Meaning: Gentle update
Tone: Polite-formal
Example: We regret to share that the request was denied.
Explanation: Softer phrasing
28. With regret, we must advise
Meaning: Formal guidance
Tone: Formal
Example: With regret, we must advise against proceeding.
Explanation: Traditional tone
29. We are disappointed to inform you
Meaning: Expressed disappointment
Tone: Formal
Example: We are disappointed to inform you that the service is unavailable.
Explanation: Empathetic but professional
30. It is unfortunate to note that
Meaning: Neutral observation
Tone: Formal
Example: It is unfortunate to note that the deadline was missed.
Explanation: Objective and measured
31. We regret to state that
Meaning: Official statement
Tone: Formal
Example: We regret to state that the terms cannot be revised.
Explanation: Clear and authoritative
32. To our regret, we are unable to
Meaning: Polite refusal
Tone: Formal
Example: To our regret, we are unable to proceed.
Explanation: Respectful decline
33. It is with regret to inform you
Meaning: Formal notice
Tone: Formal
Example: It is with regret to inform you of the delay.
Explanation: Traditional structure
34. We regret to acknowledge that
Meaning: Formal acknowledgment
Tone: Professional
Example: We regret to acknowledge that the request was declined.
Explanation: Controlled and neutral
35. With sincere apologies
Meaning: Apology-led phrase
Tone: Formal
Example: With sincere apologies, the meeting has been canceled.
Explanation: Strongly empathetic
36. We regret that we are unable to
Meaning: Polite refusal
Tone: Formal
Example: We regret that we are unable to assist further.
Explanation: Courteous and final
Conclusion
While “unfortunately” is acceptable in formal emails, using more refined alternatives can significantly improve tone and professionalism. These 36+ synonyms help you communicate difficult news with empathy, clarity, and respect—without sounding blunt or impersonal. Selecting the right phrase ensures your message remains polished, considerate, and appropriate for high-stakes professional communication.
