When writing an email—especially in a business or professional context—choosing the right words matters. The adverb “unfortunately” is often used to introduce disappointing or regrettable news.
Merriam-Webster+2Cambridge Dictionary+2 But using the same word over and over can make your writing feel dull or lifeless. By using good alternatives to “unfortunately”, you can keep your tone professional yet varied.
Using different phrases helps you sound more fluent, natural, and confident—especially in formal communication. In this article, you’ll learn what “unfortunately” means, when it’s appropriate, and 20 + useful substitute phrases you can start using today.
What Does “Unfortunately” Mean?
The word “unfortunately” is an adverb used to introduce a fact or situation that is regrettable, unlucky, or disappointing. Cambridge Dictionary+1 Grammatically, you place it at the beginning of a clause or after a comma:
- Unfortunately, we cannot approve your request.
- We must, unfortunately, postpone the meeting.
It signals that what follows is negative or less desirable than one hoped.
When to Use “Unfortunately”
You’d typically use “unfortunately” in these contexts:
- In formal writing such as business emails, reports, or letters where you deliver bad news in a polite way.
- When you speak formally—though in very informal chats you might choose a simpler word like “sadly” or skip it altogether.
- When you want to soften the impact of negative information.
- Avoid using it too many times in one message—variation improves readability and tone.
Is It Professional/Polite to Say “Unfortunately”?
Yes—it is professional and polite to use “unfortunately” in most business communications. It shows you recognise a regrettable situation and you are responding respectfully. That said:
- Overuse can make your writing sound overly formal or robotic.
- Depending on your audience, you might prefer even softer phrasing (e.g., “I regret to inform you that …”).
- Ensure your tone remains empathic and clear—not distant or dismissive.
Pros and Cons of Using “Unfortunately”
Pros:
- Clearly signals a negative or regrettable outcome.
- Appropriate for formal and business contexts.
- Recognised and understood by most English readers.
Cons:
- Repeated use can feel stale or repetitive.
- Doesn’t always allow nuance (e.g., severity, empathy).
- Can sound passive if overused; you might miss the chance to show agency.
Alternative Phrases
Here are 20 alternative phrases you can use instead of “unfortunately”—each with meaning, usage explanation, example sentence, best use context, worst use context, and tone indication.
- Phrase:Regrettably
- Meaning: It is regrettable that something has happened.
- Explanation: A formal option that expresses regret explicitly.
- Example Sentence: Regrettably, we must decline your invitation at this time.
- Best Use: Formal / Business
- Worst Use: Casual chat
- Tone: Formal
- Phrase:Sadly
- Meaning: It is sad that this situation has occurred.
- Explanation: Slightly more emotional, conveys empathy.
- Example Sentence: Sadly, the data did not meet our expectations.
- Best Use: Formal or semi-formal
- Worst Use: Very casual friendly talk (“Sadly, I gotta go”)
- Tone: Formal-friendly
- Phrase:I’m afraid
- Meaning: Used to introduce bad news politely.
- Explanation: Often at the beginning of sentences to soften news.
- Example Sentence: I’m afraid we will be unable to proceed with the project.
- Best Use: Business / Formal conversation
- Worst Use: Very informal text among friends (“I’m afraid we’re out of pizza”)
- Tone: Polite formal
- Phrase:Unfortunately … (but used sparingly and different placement)
- Meaning: Same as “unfortunately”, but you can vary sentence structure.
- Explanation: Instead of leading, you might place later: We must, unfortunately, postpone.
- Example Sentence: We have, unfortunately, reached capacity for this year’s programme.
- Best Use: Formal
- Worst Use: Informal or when you want a friendlier tone
- Tone: Formal
- Phrase:It is unfortunate that
- Meaning: A formal way to express regret about a situation.
- Explanation: Slightly more wordy; good for very formal writing.
- Example Sentence: It is unfortunate that the shipment was delayed.
- Best Use: Formal report or letter
- Worst Use: Casual email or message
- Tone: Formal
- Phrase:I regret to say
- Meaning: I am sorry to inform you of the negative information.
- Explanation: Very formal; used for serious news (e.g., job rejection).
- Example Sentence: I regret to say that your application was not successful.
- Best Use: Formal / Corporate
- Worst Use: Casual chat
- Tone: Formal
- Phrase:We regret that
- Meaning: We are sorry that this is the case.
- Explanation: Formal collective tone, often by companies.
- Example Sentence: We regret that we cannot offer you a refund at this time.
- Best Use: Business / Formal letters
- Worst Use: Informal conversation
- Tone: Formal
- Phrase:Sadly enough
- Meaning: Unfortunately, and in a somewhat reflective way.
- Explanation: Slightly more narrative style; still professional.
- Example Sentence: Sadly enough, the budget was cut before the end of the quarter.
- Best Use: Semi-formal writing
- Worst Use: Very casual/humorous contexts
- Tone: Friendly-formal
- Phrase:It’s regrettable that
- Meaning: Expressing that the situation is regrettable.
- Explanation: Alternative to “it is unfortunate”; similar formality.
- Example Sentence: It’s regrettable that we did not reach the target this month.
- Best Use: Formal/business communication
- Worst Use: Casual texting
- Tone: Formal
- Phrase:I’m sorry to say that
- Meaning: I must tell you something you will not like.
- Explanation: More conversational than “I regret to say”; good for friendly professional tone.
- Example Sentence: I’m sorry to say that we have to postpone our meeting.
- Best Use: Business email with friendly tone
- Worst Use: Very formal legal letter
- Tone: Friendly-neutral
- Phrase:Regrettably
- Meaning: As a regrettable matter; sadly.
- Explanation: Pure adverb alternative; can replace “unfortunately”.
- Example Sentence: Regrettably, we cannot meet your demand at this time.
- Best Use: Formal/business
- Worst Use: Slang/casual conversation
- Tone: Formal
- Phrase:It’s unfortunate that
- Meaning: The fact is regrettable.
- Explanation: Slightly softer; good when you want to sound moderate.
- Example Sentence: It’s unfortunate that the system went down so soon.
- Best Use: Business or semi-formal
- Worst Use: Informal social chat
- Tone: Neutral-formal
- Phrase:Sadly for us
- Meaning: Unfortunately from our perspective.
- Explanation: Indicates “we” are the party experiencing the negative outcome.
- Example Sentence: Sadly for us, the supplier closed unexpectedly.
- Best Use: Business email with team voice
- Worst Use: Very formal or detached letter
- Tone: Friendly-professional
- Phrase:Alas
- Meaning: A formal/literary way to say “unfortunately”.
- Explanation: More poetic; use sparingly in business.
- Example Sentence: Alas, the interview had to be cancelled at the last minute.
- Best Use: Formal writing or refined tone
- Worst Use: Casual chat (“Alas, I missed the bus lol”)
- Tone: Formal-slightly old-fashioned
- Phrase:Unluckily
- Meaning: By bad luck; unfortunate.
- Explanation: Less common in business writing; use carefully.
- Example Sentence: Unluckily, the package was lost in transit.
- Best Use: Semi-formal
- Worst Use: Very formal/business letter
- Tone: Neutral
- Phrase:Lamentably
- Meaning: Sadly and regrettably.
- Explanation: Very formal; perhaps more suited to reports than emails.
- Example Sentence: Lamentably, the initiative failed to achieve its objectives.
- Best Use: Formal report
- Worst Use: Casual email
- Tone: Very formal
- Phrase:Disappointingly
- Meaning: In a disappointing manner.
- Explanation: Highlights disappointment rather than bad luck.
- Example Sentence: Disappointingly, the quarter’s performance fell short of our forecasts.
- Best Use: Business/professional
- Worst Use: Very informal texting
- Tone: Professional-neutral
- Phrase:Sadly enough to say
- Meaning: It is sad but true that…
- Explanation: Conversational yet professional; combines empathy and fact.
- Example Sentence: Sadly enough to say, we are running out of budget for further development.
- Best Use: Semi-formal email
- Worst Use: Very casual conversation
- Tone: Friendly-professional
- Phrase:Regretfully
- Meaning: With regret.
- Explanation: Similar to “regrettably”, often used in formal letters.
- Example Sentence: Regretfully, we cannot approve your request at this stage.
- Best Use: Formal/business correspondence
- Worst Use: Informal chat
- Tone: Formal
- Phrase:It is with regret that
- Meaning: I regret to inform you that…
- Explanation: Very formal; great for letters of apology or rejection.
- Example Sentence: It is with regret that we must decline your offer.
- Best Use: Formal letter / high-stakes communication
- Worst Use: Casual email
- Tone: Very formal
- Phrase:In so far as we regret
- Meaning: As far as we are sad/ disappointed.
- Explanation: More elaborate; may be suited for long reports.
- Example Sentence: In so far as we regret the inconvenience caused, we are reviewing our processes.
- Best Use: Formal report
- Worst Use: Short email to colleague
- Tone: Very formal
- Phrase:Sadly, we are unable to
- Meaning: A variation combining “sadly” with a specific action.
- Explanation: Offers clarity and emotion together.
- Example Sentence: Sadly, we are unable to extend your contract beyond the current term.
- Best Use: Business/professional
- Worst Use: Informal chat
- Tone: Professional-friendly
Comparison Table
Here is a quick comparison of some top alternatives by tone and best usage.
| Phrase | Tone | Best Use |
|---|---|---|
| Regrettably | Formal | Business emails, letters |
| I’m afraid | Polite formal | Customer-service style |
| Disappointingly | Professional-neutral | Reports, business reviews |
| Sadly enough to say | Friendly-professional | Semi-formal email |
| It is with regret that | Very formal | Formal letters, official docs |
FAQs
Q1: Can I use “unfortunately” in a casual email to a friend?
A1: Yes—you can. But for friends you might choose simpler wording like “sadly” or “I’m afraid” for a more personal feel.
Q2: Is it better to use “unfortunately” or “regrettably” in a job-application rejection letter?
A2: “Regrettably” or “It is with regret” sound a bit more formal and polished in that context. “Unfortunately” still works but may feel less formal.
Q3: Should I avoid using “unfortunately” because it sounds negative?
A3: Not necessarily. The key is tone and balance. You can use it, but vary your language so you don’t sound repetitive or overly negative.
Q4: Is “alas” appropriate in business emails?
A4: It can be—but use it sparingly. “Alas” has a literary flavour and may seem out of place in very modern or casual business settings.
Q5: Can using too many synonyms confuse the reader?
A5: It might. The goal is clarity. Choose a phrase that fits the tone and stick with consistent language in one email. You don’t need to use all synonyms at once—just pick one per statement.
Conclusion
Using varied language instead of always writing “unfortunately” can make your emails stronger, smarter, and more engaging.
The alternatives above give you ways to express regret or bad news in many formal or semi-formal situations.
Try picking one or two new phrases this week in your writing. With practice, you’ll sound more confident, fluent, and polished in your professional English communication.
David Jonson is an experienced English language writer who specializes in clear, practical, and learner-friendly content. He helps students and professionals improve their communication skills with confidence.