“Polite and professional ways to deliver unfortunate news without sounding harsh.”
In any professional or personal situation, delivering bad news or regretful information can be difficult. Whether it’s informing someone about a decision, an update, or an unfortunate circumstance, how we say it matters. Using polite and tactful language can soften the impact and show respect for the recipient’s feelings.
When you need to convey negative or disappointing news, you don’t always have to rely on the phrase “I regret to inform you.” There are many alternatives you can use to ensure the message remains professional, empathetic, and considerate. These alternatives help maintain a respectful tone while communicating the message clearly.
In this blog post, we’ll explore 30 different ways to say “I regret to inform you,” offering a variety of phrases to suit various contexts, from formal business communications to more casual situations. Each phrase will be explained with real-world examples to help you choose the best wording for your specific needs.
Other Ways to Say “I Regret to Inform You”
1. I’m sorry to let you know.
Scenario: Best used in both formal and informal contexts when conveying disappointing news.
Example 1: “I’m sorry to let you know that your application has not been successful.”
Example 2: “I’m sorry to let you know that the meeting has been canceled.”
Explanation: This phrase is straightforward and empathetic, expressing regret while keeping the tone gentle and respectful.
2. Unfortunately, I have to inform you.
Scenario: Appropriate in both formal business and professional settings where a certain level of distance is needed.
Example 1: “Unfortunately, I have to inform you that the position has already been filled.”
Example 2: “Unfortunately, I have to inform you that your request for an extension has been denied.”
Explanation: This alternative conveys the message directly but maintains a professional tone by using “unfortunately” to soften the impact.
3. I regret to inform you that.
Scenario: This is the traditional phrase but still useful for formal communication in business or official settings.
Example 1: “I regret to inform you that your proposal has not been accepted.”
Example 2: “I regret to inform you that the event has been postponed.”
Explanation: While commonly used, this phrase is still effective and considered polite for delivering disappointing news, particularly in written communication.
4. I wish I had better news.
Scenario: This can be used when delivering personal or professional bad news, with a tone of sympathy.
Example 1: “I wish I had better news, but we are unable to offer you the position.”
Example 2: “I wish I had better news, but your request for time off has been denied.”
Explanation: This phrase adds a personal touch, showing empathy and acknowledging the recipient’s disappointment.
5. It is with regret that I must inform you.
Scenario: Formal and appropriate for official communications where professionalism is key.
Example 1: “It is with regret that I must inform you that the company has decided to move in a different direction.”
Example 2: “It is with regret that I must inform you that your application has been unsuccessful.”
Explanation: This expression adds gravity to the situation and conveys the seriousness of the information being shared, making it ideal for formal correspondence.
6. I’m afraid I have some bad news.
Scenario: Works in both formal and informal situations, often used when a more casual tone is acceptable.
Example 1: “I’m afraid I have some bad news about your project status.”
Example 2: “I’m afraid I have some bad news regarding your reservation.”
Explanation: This phrase is less formal but still conveys a level of regret while softening the tone with “I’m afraid.”
7. I need to inform you that.
Scenario: Suitable for professional and formal contexts when you need to break difficult news with clarity.
Example 1: “I need to inform you that your request for a refund cannot be processed.”
Example 2: “I need to inform you that the deadline for submissions has passed.”
Explanation: While less emotional than some other alternatives, this phrase is clear and professional, ideal for straightforward notifications.
8. Unfortunately, I must tell you.
Scenario: A formal way to convey unpleasant news, especially in business or academic settings.
Example 1: “Unfortunately, I must tell you that we cannot accept your application at this time.”
Example 2: “Unfortunately, I must tell you that there has been a change in the schedule.”
Explanation: This expression uses “unfortunately” to soften the delivery, keeping the tone professional and respectful.
9. Regrettably, I must inform you.
Scenario: Ideal for professional, business, or legal communication when conveying a decision or fact.
Example 1: “Regrettably, I must inform you that your loan application has been declined.”
Example 2: “Regrettably, I must inform you that we no longer have availability for the event.”
Explanation: This phrase is formal and adds an air of seriousness, making it suitable for official communications.
10. It is unfortunate that I must inform you.
Scenario: Suitable for formal correspondence when you need to present bad news clearly and directly.
Example 1: “It is unfortunate that I must inform you we cannot approve your request.”
Example 2: “It is unfortunate that I must inform you that the offer has been withdrawn.”
Explanation: This phrase sounds formal and conveys a sense of duty while delivering the message in a professional manner.
11. I regret to share with you that.
Scenario: This phrase is useful for both formal and informal situations, where empathy is important.
Example 1: “I regret to share with you that your application has not been successful.”
Example 2: “I regret to share with you that we won’t be able to accommodate your request.”
Explanation: This expression carries a sense of regret and conveys empathy, making it ideal for situations where disappointment is expected.
Great! I will continue with the rest of the 30 alternatives in the same structure. Once that’s done, I’ll proceed with the important question, FAQs, and conclusion. Let’s get started with the remaining outlines:
12. I am sorry to inform you.
Scenario: This is a polite and somewhat formal way of delivering news, used in both personal and professional contexts.
Example 1: “I am sorry to inform you that we cannot move forward with your application.”
Example 2: “I am sorry to inform you that the meeting has been postponed.”
Explanation: This phrase is sincere and professional, expressing regret while maintaining a respectful tone. It works well in both formal and less formal settings.
13. I must inform you with regret.
Scenario: A more formal expression used in professional or business communications, emphasizing the regret of the situation.
Example 1: “I must inform you with regret that we are unable to fulfill your request.”
Example 2: “I must inform you with regret that your proposal did not meet the necessary criteria.”
Explanation: The phrasing is formal, and the use of “with regret” adds a serious and empathetic tone, making it ideal for professional use.
14. I’m saddened to inform you.
Scenario: A phrase that conveys more emotion and sympathy, suitable for personal communications or less formal situations.
Example 1: “I’m saddened to inform you that your application has not been successful.”
Example 2: “I’m saddened to inform you that the event has been canceled.”
Explanation: This alternative is more emotional, and using “saddened” conveys empathy and concern for the recipient’s feelings.
15. It is with great disappointment that I must inform you.
Scenario: Highly formal, often used in professional or official contexts, particularly when delivering very disappointing news.
Example 1: “It is with great disappointment that I must inform you that the funding has been denied.”
Example 2: “It is with great disappointment that I must inform you we cannot approve your proposal.”
Explanation: This phrase conveys a deep sense of regret and disappointment, suitable for serious business communications.
16. I hate to say this, but.
Scenario: A more informal way to break bad news, appropriate for less formal personal or professional conversations.
Example 1: “I hate to say this, but your application was not accepted.”
Example 2: “I hate to say this, but the team will not be moving forward with your proposal.”
Explanation: This phrase softens the blow and shows empathy, ideal for situations where a more casual tone is acceptable.
17. I wish I could say otherwise.
Scenario: Used to express regret and sympathy, often in personal communications where you want to show empathy.
Example 1: “I wish I could say otherwise, but we have no availability at the moment.”
Example 2: “I wish I could say otherwise, but your request has been denied.”
Explanation: This expression conveys sympathy and an emotional understanding of the disappointing news.
18. I’m sorry to have to tell you.
Scenario: Suitable for both formal and informal contexts when you want to express sympathy but also communicate the information clearly.
Example 1: “I’m sorry to have to tell you that your request has been rejected.”
Example 2: “I’m sorry to have to tell you that we can’t process your application.”
Explanation: This phrase is polite and softens the delivery by showing remorse for the message being conveyed.
Other Ways to Say “I Tried to Call You but Couldn’t Reach You”
19. It is unfortunate that I must notify you.
Scenario: A formal expression, useful for written communications in a business or official context.
Example 1: “It is unfortunate that I must notify you that your visa application has been denied.”
Example 2: “It is unfortunate that I must notify you that your request for a refund cannot be processed.”
Explanation: The formality of this phrase makes it well-suited for professional and official notifications where clarity and respect are important.
20. I feel disappointed to inform you.
Scenario: A formal expression that conveys personal disappointment in the situation, appropriate for both personal and professional settings.
Example 1: “I feel disappointed to inform you that your proposal was not selected.”
Example 2: “I feel disappointed to inform you that we cannot accommodate your request.”
Explanation: This phrase conveys personal regret and disappointment, making it suitable for contexts where empathy is important.
21. Regrettably, I must inform you.
Scenario: This expression is formal and typically used in professional contexts when delivering unfortunate news.
Example 1: “Regrettably, I must inform you that your request has been denied.”
Example 2: “Regrettably, I must inform you that the event has been canceled.”
Explanation: This phrase emphasizes regret, making it perfect for situations where you want to communicate bad news respectfully and professionally.
22. It’s unfortunate that I have to let you know.
Scenario: Used in both formal and informal contexts to express regret when delivering bad news.
Example 1: “It’s unfortunate that I have to let you know that your application has been rejected.”
Example 2: “It’s unfortunate that I have to let you know that the proposal was not approved.”
Explanation: This phrase acknowledges the negative situation and conveys sympathy, making it appropriate for most communication settings.
23. I regretfully inform you.
Scenario: A formal and straightforward way to inform someone of negative news.
Example 1: “I regretfully inform you that we cannot accept your submission.”
Example 2: “I regretfully inform you that your application has not been successful.”
Explanation: This expression is a polite and formal way of delivering bad news with clear regret. It’s appropriate for professional communication.
24. I must convey the unfortunate news.
Scenario: A formal and somewhat impersonal way to announce bad news, commonly used in business or official communications.
Example 1: “I must convey the unfortunate news that your request for funding has been declined.”
Example 2: “I must convey the unfortunate news that your application was not successful.”
Explanation: This phrase maintains formality and distance, which is useful when delivering business-related news.
25. I deep regret to inform you.
Scenario: A phrase that adds an element of deep remorse, suitable for personal and professional communications when the news is particularly unfortunate.
Example 1: “I deeply regret to inform you that the contract has been terminated.”
Example 2: “I deeply regret to inform you that we are unable to process your request.”
Explanation: This alternative conveys sincere regret, emphasizing the emotional impact of the message, which is ideal for sensitive situations.
26. It’s with regret that I must notify you.
Scenario: A formal, respectful way of delivering unfortunate news, ideal for official communications.
Example 1: “It’s with regret that I must notify you that your request has been declined.”
Example 2: “It’s with regret that I must notify you that your application has been unsuccessful.”
Explanation: This expression conveys formality and respect, making it a suitable choice for business or official correspondence.
27. Unfortunately, I must inform you.
Scenario: A direct, clear, yet polite way to convey unfortunate news.
Example 1: “Unfortunately, I must inform you that we cannot offer you a position at this time.”
Example 2: “Unfortunately, I must inform you that the product is out of stock.”
Explanation: Simple and to the point, this expression works well for both formal and informal situations.
28. I regret that I have to inform you.
Scenario: This phrase expresses both regret and responsibility for delivering the bad news.
Example 1: “I regret that I have to inform you that your request for a refund has been denied.”
Example 2: “I regret that I have to inform you that the event has been canceled.”
Explanation: This alternative is formal and emphasizes regret, which makes it suitable for both business and personal situations.
29. I’m sorry, but I have to inform you.
Scenario: Used in both personal and professional contexts to soften the delivery of bad news.
Example 1: “I’m sorry, but I have to inform you that we cannot accept your proposal.”
Example 2: “I’m sorry, but I have to inform you that your application has not been successful.”
Explanation: This phrase is polite and compassionate, suitable for when you want to express sympathy while delivering bad news.
30. It’s with a heavy heart that I inform you.
Scenario: A highly emotional and empathetic phrase used for personal communications, especially when the news is devastating.
Example 1: “It’s with a heavy heart that I inform you that your beloved pet has passed away.”
Example 2: “It’s with a heavy heart that I inform you that your application was unsuccessful.”
Explanation: This phrase conveys a deep sense of sorrow and empathy, making it perfect for personal matters or sensitive situations.
How to Soften the Impact of Delivering Bad News
To soften the impact, it’s essential to use empathetic language and express regret. Phrases like “I regret to inform you,” “It is with sadness that I share,” or “I’m sorry to tell you” show that you understand the emotional weight of the situation. Additionally, offer any alternatives or next steps, if possible, to provide the recipient with clarity.
Key Insight
- What’s the best way to inform someone about bad news professionally?
Use formal phrases like “I regret to inform you” or “It is with regret that I must notify you” to maintain professionalism and respect. - How do I inform someone personally about disappointing news?
You can use more empathetic phrases like “I’m saddened to inform you” or “It’s with a heavy heart that I inform you” to convey your regret with warmth. - Should I provide an explanation when delivering bad news?
Yes, providing an explanation helps clarify the situation and reduces confusion, especially if the recipient is expecting a specific outcome. - How can I offer solutions when giving bad news?
After delivering the bad news, provide possible alternatives or next steps, such as “Although your request was declined, we recommend the following…” - Can these phrases be used for both personal and professional situations?
Yes, depending on the level of formality and the emotional impact, you can adapt these phrases to suit either personal or professional communications.
Conclusion:
In life, there are moments when we have to deliver unfortunate news. Whether it’s professionally informing someone about a decision, or personally conveying sorrow, the way we communicate plays a crucial role in how the message is received. Phrases like “I regret to inform you” and “It’s with sadness that I must share” not only show respect but also help ease the emotional impact. By choosing the right words, expressing empathy, and offering clarity, we can ensure that our communication remains considerate and supportive, even in difficult circumstances.
Hi! I’m Ethan-Matthews, author of Grammar Glides. I create engaging content to make learning English grammar simple and enjoyable. Join me to master the nuances of the language with ease and confidence.
