30 Other Ways to Say "I Regret to Inform You" Professionally

In professional communication, delivering difficult news with warmth, care, and empathy is essential. Choosing the right words can help soften the impact of the message and make it feel more personal and meaningful.

The phrase “I regret to inform you” is often used when delivering unfortunate or disappointing news, but there are many alternatives that can be more thoughtful, respectful, and even more appropriate in certain contexts. Below are 30 alternatives that can be used in various professional settings to ensure your message comes across empathetically.

Table of Contents

What Does “I Regret to Inform You” Mean?

“I regret to inform you” is a formal phrase used to convey disappointment or sorrow about having to share bad news. It acknowledges that the message is unwelcome, offering a sense of compassion while preparing the recipient for something negative.

When to Use “I Regret to Inform You”

Use this phrase when you need to convey unfortunate news, such as rejections, cancellations, or other negative outcomes. It is best used in formal or professional settings and helps to soften the blow, showing that you are aware of the difficulty the news may cause.

Is It Professional/Polite to Say “I Regret to Inform You”?

Yes, “I regret to inform you” is professional and polite. It is a widely accepted phrase for conveying bad news in a formal manner. However, depending on the situation, using alternatives can help maintain a compassionate and more personalized tone.

I Regret to Inform You Alternatives:

I’m Sorry to Say
Unfortunately, I Must Inform You
Regrettably, I Must Notify You
It Is With Regret That I Inform You
I Wish I Could Tell You Otherwise
I’m Afraid I Must Inform You
I Regret to Advise You
I Must Inform You With Regret
I’m Sorry to Inform You
It Is With Great Disappointment That I Inform You
I Must Regretfully Inform You
Sadly, I Must Inform You
I Regret That I Must Advise You
I Must Convey Regretful News
Unfortunately, We Are Unable to Proceed
I Am Disappointed to Inform You
I Must Share Some Unfortunate News
I Hate to Be the Bearer of Bad News
I’m Sorry to Bring This News
It Is With a Heavy Heart That I Inform You
I Truly Regret Having to Inform You
I Regret to Let You Know
I Am Saddened to Inform You
It Is With Regret That I Must Advise You
I’m Afraid I Have Some Bad News
I Regret to Tell You
I Must Inform You With Great Disappointment
Unfortunately, the Outcome Is Not What We Hoped
I Must Apologize for the Disappointing News
I’m Sorry to Have to Tell You

1. I’m Sorry to Say

Meaning: A gentle way to express sympathy or apology when sharing unfortunate news.
Definition: This phrase expresses regret while remaining compassionate and straightforward.
Example: “I’m sorry to say that your application has not been successful.”
Tone: Empathetic, respectful.

2. Unfortunately, I Must Inform You

Meaning: A polite way of introducing bad news, acknowledging the inconvenience it may cause.
Definition: This phrase highlights the unavoidable nature of the situation while maintaining professionalism.
Example: “Unfortunately, I must inform you that the event has been canceled.”
Tone: Polite, formal.

3. Regrettably, I Must Notify You

Meaning: A formal expression of regret used when delivering bad news.
Definition: A slightly more formal version of “I regret to inform you,” adding an element of responsibility.
Example: “Regrettably, I must notify you that your request has been declined.”
Tone: Formal, professional.

4. It Is With Regret That I Inform You

Meaning: A very formal and respectful way to deliver bad news.
Definition: This phrase is often used in highly formal communications, especially in legal or corporate settings.
Example: “It is with regret that I inform you that your contract has been terminated.”
Tone: Very formal, respectful.

5. I Wish I Could Tell You Otherwise

Meaning: A way to express disappointment, acknowledging that the news isn’t what the person hoped for.
Definition: This phrase adds a personal touch, showing empathy by wishing the news were different.
Example: “I wish I could tell you otherwise, but the event has been postponed.”
Tone: Compassionate, understanding.

6. I’m Afraid I Must Inform You

Meaning: A polite, slightly softer way to convey bad news.
Definition: This phrase conveys regret while introducing the unfortunate news.
Example: “I’m afraid I must inform you that the position has already been filled.”
Tone: Polite, formal.

7. I Regret to Advise You

Meaning: A professional and formal way of expressing regret when sharing unfortunate news.
Definition: This phrase is suitable for a variety of professional contexts, particularly when the information requires a more formal tone.
Example: “I regret to advise you that your request cannot be accommodated at this time.”
Tone: Formal, respectful.

8. I Must Inform You With Regret

Meaning: A direct and formal way to deliver bad news, acknowledging the negative nature of the message.
Definition: This version is clear and formal, suitable for official communication.
Example: “I must inform you with regret that the project has been delayed.”
Tone: Formal, serious.

9. I’m Sorry to Inform You

Meaning: A simple and straightforward way to convey bad news with a touch of empathy.
Definition: This phrase conveys sympathy in a direct, yet professional manner.
Example: “I’m sorry to inform you that your application was not successful.”
Tone: Polite, compassionate.

10. It Is With Great Disappointment That I Inform You

Meaning: A very empathetic way of delivering difficult news.
Definition: This phrase communicates deep regret and a strong sense of disappointment, offering a heartfelt tone.
Example: “It is with great disappointment that I inform you that we cannot proceed with your offer.”
Tone: Empathetic, heartfelt.

11. I Must Regretfully Inform You

Meaning: A polite and formal way of sharing bad news.
Definition: This version combines professionalism with empathy, ensuring the message is delivered respectfully.
Example: “I must regretfully inform you that your proposal has been declined.”
Tone: Formal, professional.

12. Sadly, I Must Inform You

Meaning: A softer, more sympathetic alternative to formal phrases.
Definition: This version of the phrase emphasizes sadness and regret, helping soften the impact of the bad news.
Example: “Sadly, I must inform you that the meeting has been rescheduled.”
Tone: Sympathetic, formal.

13. I Regret That I Must Advise You

Meaning: A formal yet empathetic way of delivering disappointing news.
Definition: A variant that maintains a sense of professionalism while acknowledging the unfortunate nature of the message.
Example: “I regret that I must advise you that the position has been filled.”
Tone: Formal, respectful.

14. I Must Convey Regretful News

Meaning: A formal way to convey the message with an emphasis on the regrettable nature of the news.
Definition: This phrase is ideal for formal settings when delivering bad news that cannot be avoided.
Example: “I must convey regretful news regarding the cancellation of your order.”
Tone: Formal, respectful.

15. Unfortunately, We Are Unable to Proceed

Meaning: A direct way of saying something cannot continue due to circumstances.
Definition: This phrase helps convey disappointment while maintaining a sense of professionalism.
Example: “Unfortunately, we are unable to proceed with your request at this time.”
Tone: Formal, straightforward.

16. I Am Disappointed to Inform You

Meaning: A more personal and empathetic way to communicate bad news.
Definition: This phrase emphasizes the speaker’s personal disappointment, helping convey empathy while maintaining professionalism.
Example: “I am disappointed to inform you that we cannot move forward with your proposal.”
Tone: Empathetic, respectful.

17. I Must Share Some Unfortunate News

Meaning: A gentle and polite way to introduce unfortunate news.
Definition: This phrase helps prepare the recipient for bad news without being overly harsh.
Example: “I must share some unfortunate news regarding the cancellation of the event.”
Tone: Polite, soft.

18. I Hate to Be the Bearer of Bad News

Meaning: A conversational and slightly informal way to convey bad news.
Definition: This phrase can soften the tone, showing that you are aware of the discomfort the news may cause.
Example: “I hate to be the bearer of bad news, but the project has been postponed indefinitely.”
Tone: Conversational, empathetic.

19. I’m Sorry to Bring This News

Meaning: A more personal way of expressing regret for delivering bad news.
Definition: This phrase acknowledges the difficulty of delivering the message and conveys empathy for the recipient.
Example: “I’m sorry to bring this news, but we’ve had to reschedule your appointment.”
Tone: Compassionate, polite.

20. It Is with a Heavy Heart That I Inform You

Meaning: A deeply empathetic way to deliver sad or disappointing news.
Definition: This phrase expresses a deep sense of regret and empathy, showing that you are personally affected by the news.
Example: “It is with a heavy heart that I inform you that your application was unsuccessful.”
Tone: Empathetic, sincere.

21. I Truly Regret Having to Inform You

Meaning: A more personal and sincere way to express regret.
Definition: This version places emphasis on the speaker’s regret, making the message feel more genuine.
Example: “I truly regret having to inform you that the event will no longer take place.”
Tone: Sincere, respectful.

22. I Regret to Let You Know

Meaning: A soft and formal way of communicating bad news.
Definition: A polite way to introduce regretful news without sounding too abrupt.
Example: “I regret to let you know that we have decided to go in a different direction.”
Tone: Polite, professional.

23. I Am Saddened to Inform You

Meaning: A more empathetic way to convey bad news.
Definition: This phrase emphasizes sadness, making it feel more personal and compassionate.
Example: “I am saddened to inform you that we are unable to proceed with your request.”
Tone: Empathetic, heartfelt.

24. It Is With Regret That I Must Advise You

Meaning: A formal, respectful way to communicate bad news.
Definition: This phrase highlights the formal nature of the communication while still acknowledging the regret involved.
Example: “It is with regret that I must advise you that your submission does not meet the criteria.”
Tone: Formal, respectful.

25. I’m Afraid I Have Some Bad News

Meaning: A slightly less formal, but still polite, way to convey unfortunate news.
Definition: This phrase prepares the recipient for bad news in a soft and empathetic manner.
Example: “I’m afraid I have some bad news regarding the status of your request.”
Tone: Polite, respectful.

26. I Regret to Tell You

Meaning: A straightforward and polite way of delivering bad news.
Definition: This version communicates the regretful nature of the news without being overly formal.
Example: “I regret to tell you that your offer has been declined.”
Tone: Direct, respectful.

27. I Must Inform You With Great Disappointment

Meaning: A formal and more intense way of expressing regret.
Definition: This phrase highlights both the formality and the seriousness of the situation.
Example: “I must inform you with great disappointment that we cannot move forward with your proposal.”
Tone: Formal, serious.

28. Unfortunately, the Outcome Is Not What We Hoped

Meaning: A softer, less direct way to communicate bad news.
Definition: This phrase helps convey disappointment without being overly harsh or abrupt.
Example: “Unfortunately, the outcome is not what we hoped, and we will need to reschedule the meeting.”
Tone: Soft, considerate.

29. I Must Apologize for the Disappointing News

Meaning: A polite and apologetic way of introducing bad news.
Definition: This phrase shows that you are aware of the impact of the news and are offering an apology for it.
Example: “I must apologize for the disappointing news, but the event has been canceled.”
Tone: Polite, apologetic.

30. I’m Sorry to Have to Tell You

Meaning: A very personal way of delivering difficult news.
Definition: This phrase conveys a sense of regret and sympathy, making it more human and less formal.
Example: “I’m sorry to have to tell you that we are unable to proceed with your project.”
Tone: Compassionate, empathetic.

Conclusion

Communicating bad news professionally and with care is an essential part of maintaining respect and empathy in the workplace. The alternatives to “I regret to inform you” provide a variety of ways to soften the delivery of unfortunate information while ensuring the recipient feels respected and understood.

Depending on the level of formality required and the emotional tone you want to convey, these phrases will help you handle difficult conversations with tact and thoughtfulness.