In this article, we’ll explore 20 other ways to say “I regret to inform you,” complete with practical examples. You’ll learn how to tailor your language to different situations, avoid sounding robotic, and uphold both clarity and compassion. “I Regret to Inform You”
Why You Might Want to Rephrase “I Regret to Inform You”
Before we dive into alternatives, let’s understand why you might want to avoid the classic phrase:
- It sounds overly formal and outdated in some contexts.
- It may come across as cold or distant.
- It lacks personalization.
- It doesn’t always align with a company or brand’s voice.
A rephrased version can soften the blow, sound more human, and create a better overall communication experience.
20 Alternatives to “I Regret to Inform You” (With Examples)
Below are 20 powerful and professional alternatives, broken down by context and tone. Use these phrases to craft more thoughtful messages while preserving professionalism. 20 Other Ways to Say “I Regret to Inform You” (With Examples)
1. Unfortunately, we won’t be moving forward with your application.
- Use: Job rejection emails
- Example: “Thank you for taking the time to apply. Unfortunately, we won’t be moving forward with your application at this time.”
2. We’re sorry to share this disappointing news.
- Use: General professional communication
- Example: “We’re sorry to share this disappointing news, but the project has been delayed due to unforeseen circumstances.”
3. After careful consideration, we’ve decided not to proceed.
- Use: Project or partnership declines
- Example: “After careful consideration, we’ve decided not to proceed with the proposed collaboration.”
4. This isn’t the outcome we had hoped for.
- Use: Team or client updates
- Example: “This isn’t the outcome we had hoped for, but we must decline your request at this time.”
5. We understand this may be disappointing news.
- Use: When delivering news with empathy
- Example: “We understand this may be disappointing news, but we’re unable to offer you the position.”
6. Regrettably, we must inform you that…
- Use: Formal or legal contexts
- Example: “Regrettably, we must inform you that your appeal has been denied.”
7. We regret to let you know…
- Use: Slightly less formal
- Example: “We regret to let you know that the grant application was unsuccessful.”
8. We’re unable to accommodate your request at this time.
- Use: Request denials
- Example: “Thank you for reaching out. We’re unable to accommodate your request at this time.”
9. I wish I had better news.
- Use: Conversational or internal communication
- Example: “I wish I had better news, but your transfer request has been denied.”
10. It’s with a heavy heart that I share this.
- Use: Emotional or sensitive situations
- Example: “It’s with a heavy heart that I share this, but the event has been canceled.”
11. We’ve reached a difficult decision.
- Use: Management decisions
- Example: “We’ve reached a difficult decision to let go of this business unit.”
12. We didn’t come to this decision lightly.
- Use: When justifying a tough call
- Example: “We didn’t come to this decision lightly, but we’re unable to extend the contract.”
13. Your request has been reviewed, but unfortunately…
- Use: Administrative or policy-based responses
- Example: “Your request has been reviewed, but unfortunately, it doesn’t meet the eligibility criteria.”
14. This news may come as a disappointment.
- Use: Empathetic tone
- Example: “This news may come as a disappointment, but the timeline has been extended by two weeks.”
15. Please know this decision wasn’t easy.
- Use: Relational business settings
- Example: “Please know this decision wasn’t easy, but we had to choose another candidate.”
16. We are not in a position to proceed.
- Use: Negotiations or budget constraints
- Example: “After reviewing our financials, we are not in a position to proceed with the project.”
17. We’re unable to provide a favorable response.
- Use: Grant or application feedback
- Example: “We’re unable to provide a favorable response to your application at this time.”
18. Thank you for your interest, but…
- Use: Initial responses to proposals or pitches
- Example: “Thank you for your interest, but we’ve already selected a vendor for this project.”
19. We won’t be able to offer you a place.
- Use: Admissions
- Example: “We won’t be able to offer you a place in this year’s program intake.”
20. We’ve decided to move in a different direction.
- Use: Creative or business partnerships
- Example: “After much deliberation, we’ve decided to move in a different direction.”
Tips for Communicating Bad News Effectively
Rephrasing “I regret to inform you” is only part of the equation. Consider these best practices when delivering negative news: 20 Other Ways to Say “I Regret to Inform You” (With Examples)
✅ Be clear and direct
- Avoid sugarcoating too much—it can create confusion or false hope.
✅ Show empathy
- Recognize the potential disappointment and be human in your response.
✅ Offer support or next steps
- If appropriate, offer guidance, feedback, or alternatives to soften the message.
✅ Keep it professional
- Even with a warm tone, maintain the standard of business communication.
When It’s Okay to Use “I Regret to Inform You”
There are times when this traditional phrase is entirely appropriate. Use it when:
- You’re sending legal or HR documents
- You’re in highly formal business communications
- The company has a conservative or traditional tone of voice
Just be sure the context matches the formality. 20 Other Ways to Say “I Regret to Inform You” (With Examples)
Final Thoughts
Learning how to communicate difficult news with tact and empathy is a key professional skill. By replacing “I regret to inform you” with more modern, nuanced alternatives, you can convey professionalism and human understanding, both of which are essential for building lasting relationships in business.
Remember: how you deliver a message can matter just as much as the message itself.
Ready to Enhance Your Communication Skills?
Explore our writing guides and email templates to improve every message you send—whether it’s good news or bad. 20 Other Ways to Say “I Regret to Inform You” (With Examples)
Don’t forget to bookmark this article for your next difficult email. 💬