If you’ve ever had to deliver bad news, you know how challenging it can be to find the right words. Saying “I regret to inform you” is a classic choice—but let’s face it, it can come across as cold, formal, or overused in certain contexts. Whether you’re writing a professional email or delivering personal news, finding alternatives that balance professionalism with empathy is crucial.
In this article, we’ll explore thoughtful, effective ways to say “I regret to inform you” that resonate with your tone and message. Whether you’re aiming to soften the blow, add a personal touch, or convey empathy, you’ll find practical options to suit every scenario.
Keep reading to discover better ways to communicate difficult news while maintaining compassion and clarity.
Top List Of Other Ways to Say “I Regret to Inform You”
- “I’m Sorry to Share This News”
- “Unfortunately, I Must Inform You”
- “It’s with a Heavy Heart That I Share”
- “I Regret to Notify You”
- “I’m Afraid I Have Some Bad News”
- “Sadly, I Have to Let You Know”
- “It’s Unfortunate That I Must Inform You”
- “With Regret, I Bring This News”
- “I Apologize for the Unpleasant News”
- “I Wish I Had Better News to Share”
- “I’m Saddened to Announce”
- “I Regret to Announce”
- “I’m Sorry to Report That”
- “I Regret to Say”
- “I Must Reluctantly Inform You”
- “Regretfully, We Have Decided”
- “We Regret to Convey This Message”
- “I’m Afraid This Isn’t the Outcome We Hoped For”
- “I must Inform You”
- “Sadly, We’re Unable to Proceed”
- “It’s disheartening to Let You Know”
- “With Regret, We Are Closing This Matter”
1. “I’m Sorry to Share This News”
Example Email: Subject: Update on Project Timeline
Hi Leo,
I’m sorry to share this news, but after reviewing the latest reports, we won’t be able to meet our original project deadline. The recent changes have put us slightly behind, and I wanted to inform you as soon as possible.
Let’s connect to discuss any adjustments or priorities moving forward. I appreciate your understanding as we work through this together.
Best, Henry
Addition: This phrase allows a more personal and empathetic tone. It works well for situations where empathy is needed, such as delays or less impactful setbacks.
2. “Unfortunately, I Must Inform You”
Example Email: Subject: Contract Renewal Update
Dear Leo,
Unfortunately, I must inform you that we won’t be able to renew the terms of our contract under the current conditions. The recent policy adjustments have altered our initial agreements, and we need to address these before moving forward.
Please reach out if you have any thoughts or questions about this. I’m here to discuss any concerns you may have.
Warm regards, Henry
Addition: This approach is both formal and slightly distant, making it suitable for serious business contexts.
3. “Regrettably, I Have to Let You Know”
Example Email: Subject: Status of Scholarship Application
Dear Leo,
Regrettably, I have to let you know that your application for the scholarship was not selected in this round. There were many competitive entries, and while yours was commendable, the final selections had to be limited.
Please don’t hesitate to reapply next year, as we’d love to see you succeed. Feel free to reach out if you’d like feedback on your application.
All the best, Henry
Addition: Using “regrettably” adds formality, often ideal for official or academic correspondence.
4. “With a Heavy Heart, I Must Inform You”
Example Email: Subject: Update on Budget Cuts
Hello Leo,
With a heavy heart, I must inform you that we’ll be undergoing significant budget cuts that will impact our current project allocations. It’s a tough call, and we are aware of the dedication each team member has shown.
Please let’s find time to discuss how this change affects your team and address any questions.
Best regards, Henry
Addition: Adding “with a heavy heart” emphasizes the difficulty of the situation, useful in sensitive, emotionally charged communications.
5. “I’m Afraid I Have Unfortunate News”
Example Email: Subject: Notice of Shipping Delay
Hi Leo,
I’m afraid I have unfortunate news about the recent shipment – due to unforeseen logistical delays, your order won’t arrive on the scheduled date. We’re doing all we can to expedite the process and minimize any inconvenience to you.
Thank you for your understanding and patience during this delay.
Kind regards, Henry
Addition: This phrase is clear but not overly formal, and useful in customer service or service-based industries.
6. “It Saddens Me to Inform You”
Example Email: Subject: Job Application Update
Dear Leo,
It saddens me to inform you that we have chosen another candidate for the position. Your interview and credentials were impressive, but the final decision was a difficult one.
Please feel free to stay in touch and apply for any future openings with us. We appreciate the time you spent with us.
Warm regards, Henry
Addition: This is ideal for personal rejections where you wish to acknowledge the individual’s effort and express disappointment.
7. “It’s Disappointing to Let You Know”
Example Email: Subject: Update on Your Request
Hi Leo,
It’s disappointing to let you know that we couldn’t accommodate your request due to our current policies. We appreciate your understanding, and please know that we’ve noted your preferences for future consideration.
Thank you for reaching out to us, and we’re here for any other inquiries.
Best, Henry
Addition: Expressing disappointment can convey a sense of mutual regret, often softening the impact of the news.
8. “I Regret Having to Convey This”
Example Email: Subject: End of Contract Notification
Dear Leo,
I regret having to convey this, but your current contract with us will end on the specified date without the option for renewal at this time. This decision is part of a broader restructuring.
If you have any questions or need assistance with this transition, please feel free to contact me.
Kind regards, Henry
Addition: This phrase is straightforward yet respectful, and well-suited for formal notifications and official documents.
9. “It’s Unfortunate That I Must Tell You”
Example Email: Subject: Project Proposal Outcome
Hello Leo,
Unfortunately, I must tell you your project proposal wasn’t selected in this funding cycle. The review committee was impressed with the concept, though, and we hope to see further developments from you in the future.
Thanks again for your hard work and dedication.
Best regards, Henry
Addition: A mild way to soften the rejection, this approach can work for competitive contexts like proposals and applications.
10. “I’m Sad to Report”
Example Email: Subject: Client Meeting Outcome
Hi Leo,
I’m sad to report that our recent meeting with the client didn’t go as planned, and they’ve chosen not to proceed with the current proposal.
Let’s regroup and see what adjustments we can make to strengthen our approach.
Best, Henry
Addition: Adding “sad to report” conveys the speaker’s regret and disappointment, useful in informal team communications.
11. “Please Know This Was Not an Easy Decision”
Example Email: Subject: Notice of Layoff
Hello Leo,
Please know this was not an easy decision, but we must inform you that your position will be affected by the company’s downsizing efforts. We deeply regret the impact this may have on you.
We are committed to providing support during this transition and will be in touch to discuss next steps.
Sincerely, Henry
Addition: This expression is especially empathetic, fitting for delicate situations like layoffs and terminations.
12. “I Regret to Announce”
Example Email: Subject: Office Relocation Update
Dear Leo,
I regret to announce that our office relocation plans have been delayed indefinitely due to recent budget constraints. We understand this may cause inconvenience and are working to provide solutions to minimize any disruptions.
Please reach out if you have any questions regarding this change.
Warm regards, Henry
Addition: This phrase is ideal for formal announcements affecting multiple people or an entire organization.
13. “I’m Sorry to Report That”
Example Email: Subject: Notification on Product Availability
Hello Leo,
I’m sorry to report that the product you requested is currently out of stock. We anticipate restocking soon, and I’ll keep you updated on any changes in availability.
Thank you for your patience, and please don’t hesitate to contact me if you’d like recommendations for similar items.
Best, Henry
Addition: This works well for customer service and support responses, allowing a mix of empathy and professionalism.
14. “I Regret to Say”
Example Email: Subject: Change in Travel Arrangements
Hi Leo,
I regret to say that the flight originally scheduled for your upcoming trip has been canceled due to unforeseen circumstances. We’re looking into alternative arrangements and will share updated details shortly.
Thank you for your flexibility, and I apologize for the inconvenience.
Best, Henry
Addition: This short phrase is straightforward and suitable for brief updates that still show consideration.
15. “I Must Reluctantly Inform You”
Example Email: Subject: Review of Your Submission
Dear Leo,
I must reluctantly inform you that, while your proposal was well-received, it was not selected for the final stage. The competition was intense, and the selection committee had to make some very difficult choices.
We hope to see your ideas again in future calls for submissions.
Sincerely, Henry
Addition: This phrasing communicates hesitation, signaling that the decision was not taken lightly. It’s fitting for responses to project submissions, creative works, or similar entries.
16. “Regretfully, We Have Decided”
Example Email: Subject: Decision on Internship Program
Hello Leo,
Regretfully, we have decided not to continue with your internship after the current term. We truly appreciate your contributions and hope that the experience here has been valuable for your career journey.
We’d be happy to offer a reference or answer any questions. Thank you for your hard work and dedication.
Warm regards, Henry
Addition: This works well in situations where a team or group is involved in the decision-making process, helping to maintain a professional tone.
17. “We Regret to Convey This Message”
Example Email: Subject: Important Update on Project Status
Hi Leo,
We regret to convey this message, but the project funding has been withdrawn due to recent organizational changes. Unfortunately, this will impact the timeline and scope of the project.
Let’s meet to discuss the next steps and address any questions you might have.
Best regards, Henry
Addition: This slightly formal phrase is ideal for corporate or organizational communication, emphasizing a shared sense of regret.
18. “I’m Afraid This Isn’t the Outcome We Hoped For”
Example Email: Subject: Application Outcome for Conference Attendance
Dear Leo,
I’m afraid this isn’t the outcome we hoped for—your application for the conference scholarship was not selected. The selection was challenging, with many outstanding applications.
Please keep us in mind for future events, as we’d love to support your involvement. Thank you for applying and sharing your research with us.
Kind regards, Henry
Addition: This phrase is personal and empathetic, allowing for a softer rejection that feels collaborative.
19. “I must Inform You”
Example Email: Subject: Compliance Policy Violation Notice
Dear Leo,
I must inform you that a recent compliance check revealed an inconsistency in your reporting. We’re required to take corrective steps, and I’d like to meet with you to go over the details.
Please let me know a convenient time for a discussion.
Sincerely, Henry
Addition: This formal phrase works well in structured settings where responsibility is emphasized, particularly in compliance, audits, or official regulations.
20. “Sadly, We’re Unable to Proceed”
Example Email: Subject: Project Proposal Review Outcome
Hello Leo,
Sadly, we’re unable to proceed with your project proposal at this time. Despite the innovative approach you presented, budget limitations prevent us from taking on new projects.
Thank you for your efforts, and please feel free to reach out if you have other ideas in the future.
Best regards, Henry
Addition: “Sadly” adds an empathetic tone, appropriate for cases where resource limitations or external factors are the primary reasons for the rejection.
21. “It’s disheartening to Let You Know”
Example Email: Subject: Status of Grant Application
Dear Leo,
It’s disheartening to let you know that the grant committee has chosen not to fund your application this year. Your work is impressive, and the decision was certainly not easy for the reviewers.
We encourage you to reapply in the next cycle, as your project aligns with our mission. Thank you for your hard work and commitment.
Warm regards, Henry
Addition: The word “disheartening” signals a shared sense of disappointment, often suitable in fields like academia or research.
22. “With Regret, We Are Closing This Matter”
Example Email: Subject: Final Decision on Dispute Resolution
Hello Leo,
With regret, we are closing this matter regarding the dispute resolution. After a thorough review, we’ve determined that we are unable to proceed with further adjustments at this time.
We understand this may not be the outcome you hoped for, and if you have any questions, please reach out.
Sincerely, Henry
Addition: This phrase is useful in cases where a decision is final, and a tone of closure is necessary, such as in legal or procedural resolutions.
Conclusion
In any professional setting, delivering unwelcome news with sensitivity and clarity is essential. Each of these phrases provides a different tone or nuance, allowing for flexibility based on the context and relationship with the recipient. By carefully choosing the phrasing, you can convey respect, empathy, and professionalism, even in difficult circumstances.
