Delivering unwelcome news is one of the most delicate aspects of professional communication. Whether you are notifying an employee about a rejected application, informing a client about a delayed project, or communicating a sensitive decision to stakeholders, the phrasing you choose affects both clarity and perception. Using “I regret to inform you” is widely recognized as a professional way to communicate bad news, but overreliance on it can feel repetitive, impersonal, or overly formal.
Having a repertoire of formal synonyms allows professionals to convey disappointment, denial, or negative outcomes with tact, empathy, and precision. Proper phrasing demonstrates emotional intelligence, maintains trust, and ensures that communication remains respectful even when delivering unfavorable messages.
🎓 Formal Alternatives
Here are 10 highly formal alternatives to “I regret to inform you,” with detailed descriptions:
1. It is with regret that we inform you
- Meaning: Highly formal, standard phrase for official communication
- Explanation: Conveys polite regret without being personal; widely used in corporate, academic, and legal correspondence
- Example: “It is with regret that we inform you your application for the management program was unsuccessful.”
- Best Use: Corporate letters, academic notices, legal documents
- Worst Use: Casual emails or internal team chats
- Tone: Highly formal
2. Regrettably, we must notify you
- Meaning: Expresses regret in a professional, straightforward way
- Explanation: Suitable for formal announcements or decisions; communicates the bad news clearly without emotional overtones
- Example: “Regrettably, we must notify you that the contract renewal cannot proceed at this time.”
- Best Use: HR updates, project approvals, official notifications
- Worst Use: Casual messages or friendly conversations
- Tone: Formal
3. We regret to advise
- Meaning: Professional, neutral, concise
- Explanation: Often used in legal, contractual, or compliance communications to communicate negative outcomes formally
- Example: “We regret to advise that your claim has been denied under current policy guidelines.”
- Best Use: Legal correspondence, compliance notifications
- Worst Use: Informal or internal emails
- Tone: Formal
4. Unfortunately, we must inform you
- Meaning: Standard, empathetic phrase for formal communication
- Explanation: Polite and direct; conveys that bad news must be shared without unnecessary embellishment
- Example: “Unfortunately, we must inform you that the scheduled seminar has been canceled.”
- Best Use: Corporate emails, client notifications
- Worst Use: Casual team messages
- Tone: Formal
5. We are disappointed to inform you
- Meaning: Shows empathy while remaining professional
- Explanation: Softens the negative message by acknowledging the recipient’s likely disappointment
- Example: “We are disappointed to inform you that your proposal did not meet the selection criteria.”
- Best Use: HR decisions, performance or proposal reviews
- Worst Use: Social messages or casual communication
- Tone: Formal, empathetic
6. We wish to inform you, with regret
- Meaning: Very formal, suitable for legal or governmental notices
- Explanation: Communicates regret in a structured, official manner
- Example: “We wish to inform you, with regret, that the merger will be postponed until further notice.”
- Best Use: Governmental, legal, or highly official correspondence
- Worst Use: Emails to colleagues or friends
- Tone: Highly formal
7. Please be advised that, regrettably
- Meaning: Advisory, professional, and polite
- Explanation: Often used in memos or formal notifications to direct attention to a regrettable fact
- Example: “Please be advised that, regrettably, the project deadline cannot be met due to unforeseen circumstances.”
- Best Use: Memos, corporate directives, official notifications
- Worst Use: Casual chats
- Tone: Formal
8. With sincere apologies, we inform
- Meaning: Polite and empathetic; conveys both apology and information
- Explanation: Balances professionalism and empathy, suitable for client-facing communication
- Example: “With sincere apologies, we inform you that your refund request has been delayed due to technical issues.”
- Best Use: Customer service, client emails, sensitive notifications
- Worst Use: Internal casual emails
- Tone: Formal, empathetic
9. We regretfully announce
- Meaning: Formal announcement phrase
- Explanation: Often used in press releases, official announcements, or public communications
- Example: “We regretfully announce the discontinuation of the legacy product line, effective immediately.”
- Best Use: Public communications, press releases, corporate announcements
- Worst Use: Informal messages or casual updates
- Tone: Formal
10. Kindly note, with regret
- Meaning: Polite directive for official correspondence
- Explanation: Useful for internal memos, client notifications, or formal instructions
- Example: “Kindly note, with regret, that the office will remain closed on Monday due to maintenance.”
- Best Use: Internal memos, corporate emails
- Worst Use: Casual chat or friendly emails
- Tone: Formal
⚖️ Semi-Formal & Neutral Alternatives
These alternatives are professional but slightly less formal. They work well in emails or internal communications where empathy is important, but extreme formality is not required:
1. Sadly, we need to inform you
- Meaning: Slightly less formal, expresses regret in a direct, approachable manner
- Explanation: Conveys bad news while keeping tone polite and neutral
- Example: “Sadly, we need to inform you that all seats for the workshop are now full.”
- Tone: Neutral-formal
2. We must advise with regret
- Meaning: Professional, neutral, and polite
- Explanation: Suitable for internal communication or email updates where formal phrasing is unnecessary
- Example: “We must advise with regret that the policy change cannot be implemented immediately.”
- Tone: Semi-formal
3. Allow us to inform you, regretfully
- Meaning: Polite and courteous, slightly less rigid than formal alternatives
- Explanation: Conveys regret while softening the message
- Example: “Allow us to inform you, regretfully, that your proposal was not accepted this quarter.”
- Tone: Semi-formal
4. It is unfortunate that we must inform
- Meaning: Professional but empathetic
- Explanation: Acknowledges the negative news while maintaining a soft, respectful tone
- Example: “It is unfortunate that we must inform you of the delay in your shipment.”
- Tone: Semi-formal
5. We express our regret in informing
- Meaning: Formal yet approachable
- Explanation: Suitable for emails or letters that need to maintain professionalism without sounding rigid
- Example: “We express our regret in informing you that your leave request cannot be approved this month.”
- Tone: Semi-formal
6. We regret to communicate
- Meaning: Neutral, concise alternative
- Explanation: Polite and professional, suitable for quick email updates
- Example: “We regret to communicate that the conference has been postponed due to unforeseen circumstances.”
- Tone: Semi-formal
7. Regretfully, we announce
- Meaning: Slightly less formal than “we regretfully announce”
- Explanation: Appropriate for internal communications or softer announcements
- Example: “Regretfully, we announce that the office social event has been canceled.”
- Tone: Semi-formal
☕ Informal or Casual Alternatives
These are suitable for internal team emails or casual professional chats:
- “I’m sorry to say…”
- “Unfortunately…”
- “I hate to break the news…”
- “I’m afraid…”
- “Just to let you know, unfortunately…”
Example: “I’m sorry to say your timesheet submission was late.”
🏢 Industry-Specific Variations
Business / Corporate
- “Regrettably, your request cannot be accommodated.”
- “We must advise that the proposal will not proceed.”
Academic
- “It is with regret that we notify you of your application outcome.”
- “Sadly, we cannot offer you a place in this program.”
Customer Service
- “With sincere apologies, we inform you that your refund request cannot be processed immediately.”
- “Unfortunately, we are unable to fulfill your request at this time.”
Legal
- “We regret to advise that the contract cannot be executed under the current terms.”
- “Please be advised that, regrettably, we must deny the claim.”
Email Communication
- “Regrettably, we must notify you that the meeting has been rescheduled.”
- “We wish to inform you, with regret, that your subscription has expired.”
✉️ Professional Email Examples
Example 1 – Corporate Rejection
Subject: Application Outcome Notification
Hi Sarah,
It is with regret that we inform you your application for the marketing position was not successful. We appreciate your interest and encourage you to apply for future openings.
Best regards,
HR Team
Example 2 – Event Cancellation
Subject: Event Update
Dear Mr. Chen,
Unfortunately, we must inform you that the upcoming seminar has been postponed due to unforeseen circumstances. We will share the rescheduled date shortly.
Sincerely,
Event Coordination Team
Example 3 – Refund Delay
Subject: Refund Status Notification
Hi Julia,
With sincere apologies, we inform you that your refund request is delayed due to processing issues. We are working to resolve this as quickly as possible.
Thank you for your patience.
Best regards,
Customer Service Team
Example 4 – Academic Notification
Subject: Admission Outcome
Dear Alex,
It is with regret that we inform you that your application for the Computer Science program was not accepted this year. We encourage you to apply in the next academic cycle.
Sincerely,
Admissions Office
Example 5 – Contract Denial
Subject: Contract Update
Dear Mr. Roberts,
We regret to advise that the proposed contract terms cannot be accepted under the current guidelines. Please let us know if you wish to discuss alternative arrangements.
Best regards,
Legal Department
💬 Short Dialogue Examples
- A: “Has my leave request been approved?”
B: “I’m afraid we must inform you that it cannot be granted this month.” - A: “Will the project be accepted?”
B: “Regrettably, we must notify you that it did not meet the criteria.” - A: “Can I get a refund today?”
B: “With sincere apologies, we inform you that the refund will take a few more days.” - A: “Will my application succeed?”
B: “It is with regret that we inform you it was unsuccessful this time.” - A: “Is the seminar still on?”
B: “Unfortunately, we must inform you that it has been postponed.”
📊 Comparison Table of Synonyms
| Phrase | Tone | Best Use | Example |
|---|---|---|---|
| It is with regret that we inform you | Highly formal | Corporate letters, official notices | “It is with regret that we inform you your application was unsuccessful.” |
| Regrettably, we must notify you | Formal | HR, legal, official updates | “Regrettably, we must notify you that your contract will not be renewed.” |
| We regret to advise | Neutral-formal | Legal, contractual | “We regret to advise that your claim has been denied.” |
| Unfortunately, we must inform you | Neutral | Emails, announcements | “Unfortunately, we must inform you that the training is canceled.” |
| We are disappointed to inform you | Empathetic-formal | HR, project feedback | “We are disappointed to inform you that your proposal did not meet the criteria.” |
⚠️ Common Mistakes to Avoid
- Overusing “I regret to inform you” in every message
- Sounding impersonal or cold
- Not providing context for the bad news
- Failing to express empathy or apology where appropriate
- Using casual phrasing in formal settings
- Delaying the message unnecessarily
- Making the tone accusatory or blaming the recipient
- Ignoring cultural sensitivities
🚫 When NOT to Use This Phrase
- When the message is positive or neutral
- When the recipient already knows the information
- For trivial issues or minor updates
- In casual internal team chats
- When immediacy is required and formal phrasing could delay action
❓ FAQs
- Is “I regret to inform you” unprofessional?
Not unprofessional, but overuse can seem stiff or repetitive. - What is the best formal alternative?
“It is with regret that we inform you” or “Regrettably, we must notify you.” - Can these phrases be used with clients?
Yes, they are designed for professional, polite communication. - Are there softer, more empathetic versions?
“With sincere apologies, we inform” or “We are disappointed to inform you” are good options. - Should I use these in legal emails?
Yes, especially “We regret to advise” or “Please be advised that, regrettably.”
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