I regret to inform you that delivering bad news is never easy, whether in professional communication or personal matters. In business etiquette, it is crucial to share difficult news with tact, showing empathy while maintaining a formal tone. Using alternative phrases can help soften the impact of an unfortunate message, ensuring clarity without sounding overly harsh or robotic.
However, expressing regret properly requires a balance between professionalism and sincerity. Whether conveying sorrow in workplace communication or mitigating the effect of a tough message, having multiple wording choices can enhance the quality of formal messaging. Below are 13 alternative phrases that will help you communicate regret effectively.
Alternative Ways to Say “I Regret to Inform You”
- I’m Afraid to Say
- We Regret to Inform You
- It’s with Regret
- I’m So Sorry, But
- I Hate to Be the Bearer of Bad News
- We’re Afraid to Say
- I Regret to Inform You That
- Unfortunately, We Have to Let You Know
- It Saddens Me to Say
- Please Accept My Apologies, But
- With a Heavy Heart, I Must Inform You
- We Deeply Regret to Announce
- I Hate to Have to Say This, But
I’m Afraid to Say
This phrase conveys remorse while maintaining a professional style. It is useful in situations where one needs to share disappointing news in a polite and structured communication format. It signals hesitation, making the bad news feel less abrupt.
By using “I’m afraid to say,” you demonstrate a diplomatic approach while maintaining workplace communication etiquette. This phrase is often used in corporate tone messaging where a considerate phrasing is necessary to cushion the blow of bad news.
Email Example
Subject: Update on Your Job Application
Dear James,
I’m afraid to say that your application for the marketing position was not successful. While your qualifications were impressive, we have decided to move forward with another candidate.
We appreciate your interest and encourage you to apply for future opportunities. Wishing you the best in your job search.
Best regards,
HR Team
We Regret to Inform You
“We regret to inform you” is commonly used in professional communication, particularly in business writing and official messaging. It is a more structured way to share unfortunate news while expressing regret in a formal manner.
This phrase follows workplace communication standards and is often seen in rejection letters, business notifications, and official statements. It helps mitigate the effect of tough messages while maintaining a respectful language tone.
Email Example
Subject: Application Status Update
Dear Olivia,
We regret to inform you that your application for the research grant was not approved this year. While your proposal was strong, the selection process was highly competitive.
We appreciate your efforts and encourage you to apply for future funding opportunities. Thank you for your hard work and dedication.
Sincerely,
The Selection Committee
It’s with Regret
“It’s with regret” is a softer alternative phrase that conveys sincerity and a professional style. It is effective in workplace communication when addressing clients, partners, or employees in a polite manner.
Using this phrase shows heartfelt communication while maintaining business etiquette. It can be used in situations where a difficult position must be acknowledged with care.
Email Example
Subject: Contract Termination Notice
Dear Mr. Thompson,
It’s with regret that we must inform you of the termination of our contract due to recent budget constraints. This decision was not made lightly, and we sincerely appreciate your contributions.
We hope to collaborate again in the future under better circumstances. Thank you for your understanding.
Best regards,
Sarah Clarke
I’m So Sorry, But
This phrase helps in conveying empathy and softening the impact of bad news. It makes the message sound more personal and less corporate, making it suitable for informal professional communication.
Using “I’m so sorry, but” expresses heartfelt regret and demonstrates care while delivering bad news. It works well when addressing sensitive matters that require a more gentle approach.
Email Example
Subject: Change in Meeting Schedule
Dear Emily,
I’m so sorry, but we need to reschedule our meeting due to an unforeseen scheduling conflict. I understand this may be inconvenient, and I truly appreciate your flexibility.
Please let me know a time that works for you next week. My sincere apologies for the change.
Best,
Daniel
I Hate to Be the Bearer of Bad News
This phrase explicitly acknowledges that delivering bad news is unpleasant. It is a considerate phrasing option that demonstrates emotional intelligence and genuine remorse.
Using this phrase can help reduce the harshness of the message, as it shows the sender understands the emotional impact of the unfortunate circumstances.
Email Example
Subject: Project Delay Update
Dear Team,
I hate to be the bearer of bad news, but our product launch will be delayed due to supply chain issues. We are working hard to resolve this and will provide an updated timeline soon.
Thank you for your patience and dedication during this challenging situation.
Best,
Michael
We’re Afraid to Say
This phrase is a formal yet gentle way of communicating regret. It is particularly useful in official notices and corporate messages, where professionalism is key.
“We’re afraid to say” makes the message feel less personal, which can be beneficial in workplace communication when addressing multiple recipients.
Email Example
Subject: Account Suspension Notice
Dear Customer,
We’re afraid to say that due to non-payment, your account has been temporarily suspended. Please arrange for payment at your earliest convenience to restore access.
If you have any questions, feel free to contact our support team.
Best regards,
Customer Support Team
I Regret to Inform You That
This phrase is a direct yet formal way to notify someone of unfortunate news. It follows structured communication and is commonly used in legal, business, and corporate settings.
Using “I regret to inform you that” maintains a respectful language tone while ensuring clarity in business writing.
Email Example
Subject: Interview Results
Dear Mark,
I regret to inform you that after careful consideration, we have selected another candidate for the role. Your interview was impressive, but we had to make a tough decision.
We appreciate your time and interest in our company and encourage you to apply for future openings.
Best regards,
Recruitment Team
Unfortunately, We Have to Let You Know
This phrase is a formal yet compassionate way of delivering bad news. The word “unfortunately” signals unfortunate circumstances, while “we have to let you know” maintains a professional tone and sense of obligation.
Using this phrase in workplace communication helps to ease the message, showing that the decision was necessary rather than optional. It also demonstrates conveying empathy while keeping the language professional.
Email Example
Subject: Update on Your Loan Application
Dear Mr. Carter,
Unfortunately, we have to let you know that your loan application has not been approved at this time. This decision was based on a review of financial eligibility criteria.
We appreciate your interest and encourage you to reapply in the future if circumstances change. If you have any questions, please contact our support team.
Best regards,
Loan Approval Team
It Saddens Me to Say
This phrase conveys heartfelt communication, showing that the sender genuinely regrets sharing unfortunate news. It is ideal for messages where conveying sorrow and demonstrating care are important.
By using “It saddens me to say,” you show emotional intelligence and express regret in a way that softens the impact of the message. This phrase is commonly used in personal or sensitive professional communication.
Email Example
Subject: Cancellation of Event
Dear Sarah,
It saddens me to say that our annual charity gala has been canceled due to unforeseen circumstances. We understand this is disappointing news, and we deeply regret any inconvenience caused.
We appreciate your continued support and will keep you updated on future opportunities to participate. Thank you for your understanding.
Sincerely,
Emma Thompson
Event Coordinator
Please Accept My Apologies, But
This phrase allows the sender to offer sincere apologies while delivering a disappointing message. It is effective in corporate tone messaging, ensuring clear writing with a respectful language approach.
Using “Please accept my apologies, but” demonstrates conveying remorse while also showing professionalism. This phrase is suitable for workplace communication where an apology is necessary but the message still needs to remain formal.
Email Example
Subject: Delay in Product Shipment
Dear Valued Customer,
Please accept my apologies, but your recent order has been delayed due to supply chain disruptions. We are actively working to resolve this issue and will provide an updated shipping timeline soon.
We truly appreciate your patience and regret any inconvenience this may cause. Please reach out if you have any further concerns.
Best regards,
Customer Support Team
With a Heavy Heart, I Must Inform You
This phrase expresses deep regret and is best suited for messages involving challenging conditions or regrettable events. It adds a human touch while maintaining business etiquette.
Using “With a heavy heart, I must inform you” makes the message more personal, which is particularly useful when conveying empathy in formal messaging where emotional sensitivity is required.
Email Example
Subject: Sad News Regarding a Colleague
Dear Team,
With a heavy heart, I must inform you that our dear colleague, Mr. Anderson, is retiring earlier than expected due to personal reasons. His contributions to the company have been invaluable, and we will surely miss him.
We will be organizing a farewell gathering to honor his years of service. Further details will be shared soon. Thank you for joining us in expressing our appreciation for him.
Best regards,
Lisa Martinez
HR Manager
We Deeply Regret to Announce
This phrase is often used in official notifications or corporate announcements. It is a structured communication method that maintains a formal tone while expressing regret professionally.
Using “We deeply regret to announce” helps soften the impact of a negative information message while showing that the decision was not made lightly. This phrase is common in business writing and official messaging.
Email Example
Subject: Office Relocation Update
Dear Employees,
We deeply regret to announce that our headquarters will be relocating to a new city due to business restructuring. We understand that this may cause inconvenience and will provide assistance to those affected.
More details on the transition process will be shared in the coming weeks. We appreciate your dedication and patience during this time.
Sincerely,
Management Team
I Hate to Have to Say This, But
This phrase is a gentle approach to delivering unfortunate news while maintaining a considerate phrasing. It conveys conveying remorse and shows that the sender does not take the matter lightly.
Using “I hate to have to say this, but” helps in mitigating the effect of bad news by making it clear that the sender understands the impact of the message. This phrase is often used in professional communication when a difficult decision needs to be shared.
Email Example
Subject: Change in Company Policies
Dear Team,
I hate to have to say this, but due to budget constraints, we are implementing a temporary freeze on salary increases. We understand that this may be disappointing, and we truly appreciate your hard work and dedication.
We will revisit this decision in the next fiscal year and keep you informed of any changes. Thank you for your patience and understanding.
Best,
Tom Richards
Finance Director
Is it Professional to Say: “I Regret to Inform You”
Yes, “I regret to inform you” is a professional and widely accepted phrase in formal communication, particularly in business etiquette and official messaging. It maintains a respectful tone while delivering bad news in a structured manner. However, while it ensures clarity and professionalism, it may sometimes sound too rigid or impersonal. To soften the impact, using alternative phrases can help convey empathy and sincerity while still keeping the message professional. The key is to balance formality and warmth to ensure the message is received with understanding and respect.
Pros
- Maintains a formal and professional tone.
- Ensures clarity and structured communication.
Cons
- Can sound too robotic or impersonal.
- May lack emotional intelligence and empathy.
Read More >>> 11 Other Ways to Say “Enjoy Your Meal”
Frequently Asked Questions
How do I say I regret to inform?
You can say “I regret to inform you” in formal communication to deliver bad news professionally. It is commonly used in business writing and official notifications.
What to say instead of “I regret to inform you”?
Instead of saying “I regret to inform you,” you can use phrases like “We regret to inform you,” “Unfortunately, we have to let you know,” or “It saddens me to say.” These alternative phrases help soften the impact while maintaining professionalism.
What can I say instead of “I regret”?
You can say “I’m sorry to say,” “I hate to inform you,” or “With regret, I must tell you.” These phrases still express regret but with a softer and more empathetic approach.
How do you say I regret something?
You can express regret by saying “I deeply regret,” “I sincerely apologize for,” or “I wish I had not.” These phrases convey remorse and acknowledge misfortune while showing sincerity.
Conclusion
Delivering bad news in professional communication requires a careful balance of clarity, tact, and empathy. Choosing the right phrase can soften the impact and cushion the blow while maintaining a formal tone. Whether using alternative phrases like “We regret to inform you” or “I’m afraid to say,” the key is to ensure respectful and polished writing.
By considering the LSI keywords and applying business etiquette, one can convey difficult messages without sounding robotic or impersonal. Expressing regret with sincere apologies and a gentle approach makes the message more human and compassionate, ultimately improving workplace communication.
