When you write professional emails, repeating the same word—especially one like “unfortunately”—can make your message sound dull or overly negative. That’s why learning 30 Other Ways to Say “Unfortunately” in a Formal Email (With Examples) gives you a more polished, confident, and respectful communication style. These alternatives help you sound empathetic without being harsh, making your emails clearer, warmer, and more professional.
In this guide, you’ll discover 30 powerful, formal, and polite substitutes for “unfortunately”, each with a story paragraph, example, and best use case. These phrases improve your tone, strengthen your message, and help your emails feel more human—even in difficult situations.
Another or Professional Way to Says “Unfortunately”
- Regrettably
- I Regret to Inform You
- It Is With Regret That
- Sadly
- We Must Inform You That
- Please Be Advised That
- We Regret to Say
- It Appears That
- We Are Unable To
- It Seems We Cannot
- At This Time, We Cannot
- It Is Not Possible For Us To
- We Regret Any Inconvenience Caused
- After Careful Review, We Cannot
- We Must Decline
- We Are Not in a Position To
- Due to Circumstances Beyond Our Control
- We Must Notify You That
- It Has Come to Our Attention That
- We Cannot Accommodate This Request
- This May Not Be Feasible
- We May Need to Postpone
- We Regret the Delay
- The Circumstances Prevent Us From
- We Are Still Reviewing the Matter
- We Have Encountered an Issue
- The Current Situation Requires Us To
- We Must Reconsider Our Timeline
- We Are Working to Resolve This
- We Appreciate Your Understanding
1. Regrettably
There are moments in professional communication when you must deliver news that isn’t ideal. A project manager named Sara once had to inform her client that the expected report would be delayed due to system maintenance. She wanted to sound respectful, not harsh, so she chose “regrettably” instead of “unfortunately.” The word helped her express empathy while maintaining professionalism, which strengthened her client relationship. This phrase shows you care about the inconvenience caused.
Example:
“Regrettably, we are unable to send the report today due to unexpected maintenance.”
Best Use:
Use when you want to show empathy and maintain a respectful tone.
2. I Regret to Inform You
When Mark worked in a corporate department, he often had to announce policy changes. Using “unfortunately” felt overused, so he shifted to “I regret to inform you” when communicating decisions that impacted teams. This phrase helped him sound sincere and clear. It works especially well when the situation requires formality or when emotions may run high.
Example:
“I regret to inform you that your application cannot be approved at this time.”
Best Use:
Use for formal notices, rejections, or sensitive updates.
3. It Is With Regret That
During a hiring process, HR coordinator Ayesha needed to notify a candidate about not moving forward. Instead of sounding vague or robotic, she chose “It is with regret that” to express genuine concern. This phrasing softened the disappointment and upheld the company’s polite tone. It’s a refined phrase that conveys professionalism and respect.
Example:
“It is with regret that we must postpone our meeting to next week.”
Best Use:
Use for sensitive emails requiring an extra-polite tone.
4. Sadly
Sometimes a simpler word communicates sincerity without sounding too stiff. During a tight deadline cycle, a designer named Adam had to inform a colleague that a task wouldn’t be completed in time. He used “sadly” to express the situation clearly. It kept the email warm and human, even though the message wasn’t pleasant.
Example:
“Sadly, we won’t be able to complete the update by tomorrow.”
Best Use:
Use for collaborative environments where warmth matters.
5. We Must Inform You That
A customer service representative named Laila often handled tough messages regarding policy limitations. Instead of using “unfortunately” repeatedly, she switched to “We must inform you that” for a more authoritative yet polite tone. This phrase works well in formal emails that require clarity and structure.
Example:
“We must inform you that your request cannot be processed under the current policy.”
Best Use:
Use when delivering official or policy-driven information.
6. Please Be Advised That
In a busy finance office, Ali needed to notify clients about delays in account reviews. He adopted the phrase “Please be advised that” to ensure the message remained respectful and compliant with formal communication standards. The phrase signals authority but remains calm and professional.
Example:
“Please be advised that your payment will reflect after 48 hours.”
Best Use:
Use for formal notices, reminders, or procedural instructions.
7. We Regret to Say
At a logistics company, shipment delays were common. Manager Hira preferred the phrase “We regret to say” because it added a personal touch while remaining professional. Clients responded better when the email sounded considerate rather than abrupt.
Example:
“We regret to say that your order will arrive later than expected.”
Best Use:
Use in customer communication when empathy is important.
8. It Appears That
When sharing unexpected findings or updates, “It appears that” gives your email a gentle and factual tone. Software analyst Javed used it to explain a technical issue without sounding negative. It helps soften the news while presenting facts.
Example:
“It appears that the system error will take additional time to resolve.”
Best Use:
Use when explaining issues or unexpected changes calmly.
9. We Are Unable To
Sometimes directness is necessary, especially in high-volume email environments. A bank representative switched from “unfortunately” to “We are unable to” for clarity and speed. It keeps things firm yet polite.
Example:
“We are unable to continue with your request due to missing documents.”
Best Use:
Use when declining requests clearly and professionally.
10. It Seems We Cannot
Team lead Rohan found this phrase helpful when communicating limitations that weren’t fully within his control. “It seems we cannot” acknowledges the constraint while remaining gentle. It’s a solid option when the situation is still developing.
Example:
“It seems we cannot move forward with the project this week.”
Best Use:
Use for situations involving shared responsibilities or uncertainties.
11. At This Time, We Cannot
This phrase works when the decision could change later. HR assistant Maliha used it when informing employees about delayed approvals. The phrase provides clarity without sounding final or discouraging.
Example:
“At this time, we cannot approve your request.”
Best Use:
Use when decisions may change depending on future conditions.
12. It Is Not Possible For Us To
Legal departments often prefer precise language. Lawyer Mina chose “It is not possible for us to” when addressing formal rejections. It kept her tone legally safe and extremely professional.
Example:
“It is not possible for us to accommodate this change.”
Best Use:
Use for highly formal or legal-oriented communication.
13. We Regret Any Inconvenience Caused
Customer support specialist Omar chose this phrase to handle apology emails gracefully. It acknowledges inconvenience and shows responsibility without sounding repetitive.
Example:
“We regret any inconvenience caused by this delay.”
Best Use:
Use when apologizing for issues that affect others.
14. After Careful Review, We Cannot
When declining applications, it helps to assure the reader that their request was evaluated thoroughly. “After careful review” communicates fairness and transparency. Recruiters commonly use this to maintain trust.
Example:
“After careful review, we cannot move forward with your application.”
Best Use:
Use when declining proposals, applications, or submissions.
15. We Must Decline
This phrase is clear and polite. Project coordinators like Hania use “We must decline” to deliver decisive yet respectful refusals. It avoids harshness and sounds professional.
Example:
“We must decline the request for additional resources.”
Best Use:
Use in scenarios requiring firm decisions.
Also Read This: 30 Other Ways to Say “Please Discard My Previous Email” (With Examples)
16. We Are Not in a Position To
Sometimes decisions depend on factors outside your control. This phrase helps express limitations diplomatically. Manager Zoya used it when budgets were tight.
Example:
“We are not in a position to proceed with this purchase at the moment.”
Best Use:
Use when external restrictions limit your actions.
17. Due to Circumstances Beyond Our Control
This phrase works when delays or issues are caused by external factors. It reassures the recipient that the situation was unavoidable. Delivery teams often use it professionally.
Example:
“Due to circumstances beyond our control, the shipment will be delayed.”
Best Use:
Use when external issues cause delays or changes.
18. We Must Notify You That
Formal communication sometimes requires straightforward wording. This phrase works perfectly for official updates. It adds clarity and authority to your message.
Example:
“We must notify you that your invoice will be updated.”
Best Use:
Use for professional, administrative announcements.
19. It Has Come to Our Attention That
This phrase helps introduce issues tactfully. Managers like Farhan use it to keep professionalism while addressing concerns or discrepancies.
Example:
“It has come to our attention that your account requires verification.”
Best Use:
Use when addressing mistakes or clarifications.
20. We Cannot Accommodate This Request
When a request exceeds policy or capacity, this phrase gives a respectful decline. It communicates limitations clearly without sounding rude.
Example:
“We cannot accommodate this request at the moment.”
Best Use:
Use in customer service or internal work requests.
21. This May Not Be Feasible
For project discussions, feasibility matters. Project manager Adeel used this phrase when explaining that a tight timeline wouldn’t work. It softens the message and encourages dialogue.
Example:
“This may not be feasible with the current resources.”
Best Use:
Use during planning or feasibility conversations.
22. We May Need to Postpone
When delays happen, this phrase lets teams know without sounding overly negative. It prepares the reader while keeping the tone cooperative.
Example:
“We may need to postpone the meeting to next week.”
Best Use:
Use when discussing scheduling or timeline adjustments.
23. We Regret the Delay
This phrase works when acknowledging lateness in a professional and sincere way. It helps maintain trust while apologizing politely.
Example:
“We regret the delay in processing your request.”
Best Use:
Use for apology emails regarding late actions.
24. The Circumstances Prevent Us From
This phrase creates a clear connection between the situation and the limitation. Operations teams use it to explain constraints without sounding defensive.
Example:
“The circumstances prevent us from approving this at the moment.”
Best Use:
Use during operational or procedural limitations.
25. We Are Still Reviewing the Matter
This phrase is great when you cannot commit to something yet. It adds transparency and keeps communication open. Managers use it frequently to manage expectations.
Example:
“We are still reviewing the matter and will update you soon.”
Best Use:
Use when more time is needed for evaluation.
26. We Have Encountered an Issue
When something unexpected goes wrong, this phrase works perfectly. It explains the problem clearly without sounding dramatic.
Example:
“We have encountered an issue that may delay the report.”
Best Use:
Use in technical or operational environments.
27. The Current Situation Requires Us To
This phrase enables you to explain decisions based on circumstances. Team leads use it when adjusting plans due to sudden changes.
Example:
“The current situation requires us to shift our timeline.”
Best Use:
Use when plans must adapt to changing conditions.
28. We Must Reconsider Our Timeline
Deadlines can change, and this phrase communicates that professionally. It shows organization and responsibility while explaining delays.
Example:
“We must reconsider our timeline for this project.”
Best Use:
Use when timelines need adjustment.
29. We Are Working to Resolve This
Even if the news is not ideal, this phrase adds reassurance. Customer support teams use it to show that they’re taking action.
Example:
“We are working to resolve this as quickly as possible.”
Best Use:
Use when sharing issues but offering reassurance.
30. We Appreciate Your Understanding
Ending tough news with appreciation softens the message. It builds goodwill and keeps the relationship positive. Many professionals use it as a respectful closing.
Example:
“We appreciate your understanding regarding this delay.”
Best Use:
Use at the end of emails with disappointing or inconvenient updates.
Conclusion
Choosing the right phrase in a formal email can reshape the tone, improve clarity, and strengthen professional relationships. These 30 Other Ways to Say “Unfortunately” in a Formal Email (With Examples) help you sound empathetic, confident, and polished—without repeating the same word again and again. By using these alternatives, your communication becomes more thoughtful, respectful, and professional, especially when delivering sensitive or disappointing news.
FAQs
1. Why should I avoid repeating “unfortunately” in formal emails?
Because repetition weakens professionalism and makes your message sound negative or robotic.
2. Are these alternatives acceptable in corporate communication?
Yes. All 30 phrases are formal, polite, and commonly used in professional environments.
3. Which phrase is best for rejecting a request?
Use “I regret to inform you,” “We must decline,” or “After careful review, we cannot.”
4. Which alternative sounds the least negative?
“Thank you for your understanding” and “We are working to resolve this” soften the tone.
5. Can these expressions improve email clarity?
Absolutely. They help you express sensitive information more clearly and professionally.
