In personal and professional settings, how you convey bad news is equally important as the news itself. Choosing the proper phrases denotes empathy and regard, which soften the blow and make the content feel more heartfelt.
There is an array of more thoughtful phrases that soften the blow in place of “I regret to tell you.” With these options, you can maintain warmth, empathy, and professionalism whether you are bringing forth bad news or saying an apology.
What Does “I Regret to Inform You” Mean?
“I regret to inform you” is a formal way of conveying terrible news or a disappointing update. Expressing sadness or sympathy about the communicated information reveals that the sender does not enjoy delivering the message. Usually included in letters or professional emails, it softens the emotional reaction to bad news.
Is It Professional/Polite to Say “I Regret to Inform You”?
Professional and polite, “I regret to tell you” works. Formal communication is generally understood, especially when presenting unfavorable judgments like job rejections, denied requests, or regrettable updates. Its polite attitude makes it appropriate for official correspondence since it demonstrates courtesy even when the news is unwelcome.
Advantages and Disadvantages of Using “I Regret to Inform You”
Advantages
- Uses a respectable, formal tone.
- Reduces the effect of adverse news.
- Universally appreciated in business environments.
- Shows emotional sensitivity and compassion.
- Creates an honest and serious tone.
Disadvantages
- Sound can come across as too stiff or impersonal.
- Overuse results in a clichéd or formulaic feel.
- May establish emotional distance from the recipient.
- Lacks warmth or conversational uniqueness.
- Modern or informal communication methods do not always fit.
When to use it: “I Regret to Inform You”
Use this expression when you must impart bad news politely and professionally. Formal events like job rejections, contract refusals, cancellations, or academic judgments are suitable for. The expression is especially effective when emotional sensitivity and decorum are needed in your message.
What tone does “I regrettably inform you” have?
“I regret to inform you” is formal, honest, and sympathetic in tone. It shows seriousness and recognizes the emotional weight of the message. The phrase reveals that the sender seeks to convey the news respectfully and kindly and realizes the possible disappointment for the receiver.
When to Avoid this “I Regret to Inform You”
Please do not use this expression in a warm, personal, or informal chat, as it sounds distant or overly bureaucratic. More direct language would be better with close friends, clients, or coworkers who appreciate straightforwardness. It is also best avoided if being concise is preferred.
Professional Alternatives of “I Regret to Inform You”
1. Regret to say that…
Meaning: Saying something negative is regrettable.
Definition: A cordial, formal phrase used to break bad news.
Explanation: The receiver did not grow as expected from a quiet way of saying anything.
Example: Further review of your application was denied; sorry to inform you.
Best use: official notifications, rejection emails, business letters.
Worst use: Chats or texts with colleagues could appear too formal.
Tone: Respectably professional; quietly serious.
2. Regrettably, we must tell you that…
Meaning: Share some horrible news with you; we must.
Definition: A professional phrase used to pass on inaccurate knowledge.
Explanation: Although keeping the message professional, it balances regret and responsibility.
Example: Regretfully, we must advise you that your application fails to meet our criteria.
Best use: Human resources or corporate communications.
Worst use: Feels somewhat harsh in casual or social situations.
Tone: official, somewhat distant, respectful.
3. Kindly note…
Meaning: We are formally alerting you about a circumstance.
Definition: A neutral, straight phrase used in professional environments.
Explanation: Used for adherence or procedural updates, it emphasizes formality and less on emotion.
Example: Please note that due to policy restrictions, your demand was rejected.
Best use: Communication connected to legal, compliance, or policy.
Worst use: When one needs empathy or emotion.
Tone: Formal, neutral, bureaucratic.
4. With apologies, this letter is to let you know…
Meaning: This letter/email imparts sad news.
Definition: An organized and official approach for providing disappointing notifications.
Explanation: It demonstrates empathy while establishing a precise aim for the message.
Example: With regret, this message notifies you that your contract has been cancelled.
Best use: Official written notices.
Worst use: Phone or face-to-face conversations—too impersonal.
Tone: Direct, formal, somewhat distant.
5. We regret sharing the following decision…
Meaning: What we have to say causes us regret.
Definition: A statement noting the uneasiness of the news being spread.
Explanation: Between professional and compassionate voices, it bridges the gap.
Example: Regarding your grant application, we are sorry to report the following decision.
Best use: Feedback-heavy or evaluative choices.
Worst use: Casual responses—it comes across as overly organized.
Tone: Humble, respectful, semi-formal.
6. Sharing that is heartbreaking.
Meaning: Delivering this news causes real sadness for us.
Definition: A sincere apology used in delicate or sensitive situations.
Explanation: It humanizes the message and accepts emotional influence.
Example: Sharing that recent changes have impacted your job makes us sad.
Best use: Sincere declarations, personal losses, or layoffs.
Worst use: Legal or bureaucratic communications.
Tone: Emotional, warm, enormously sympathetic.
7. Though this might be disheartening, we know…
Meaning: We understand this information might disappoint you.
Definition: Gives the message while recognizing the recipient’s possible response.
Explanation: Shows concern for how the message is received and emotional intelligence.
Example: We know this could be unpleasant, but we cannot make you a part of this group.
Best use: Rejections, comments, performance reviews.
Worst use: Formal legal issues or regular policy changes.
Tone: Conversational, compassionate, considerate.
8. Sharing this information brings me great remorse.
Meaning: What I have to say causes me sincere sadness.
Definition: A personal and honest approach to reporting unpleasant news.
Explanation: Works best when the speaker directly connects with the audience.
Example: Though I hate sharing this information, your proposal was not picked.
Best use: One-to-one communications, team updates, mentoring, or coaching scenarios.
Worst use: Mass announcements—they’re too personal.
Tone: Genuine, warm, honest.
9. It breaks my heart to have to report that…
Meaning: Saying this is emotionally taxing for me.
Definition: Expresses great sorrow or personal hardship in relaying news.
Explanation: Often used in serious situations, including loss or relationship termination.
Example: It hurts me to tell you the cooperation is over.
Best use: Serious news, personal letters, messages about grief.
Worst use: Professional updates or modest setbacks—it could feel melodramatic.
Tone: Honest, powerful, highly emotional.
10. Although we are sorry, still…
Meaning: We are sorry for what we have to say.
Definition: Combining apologize with courteous negative decision communication.
Explanation: Perfect balance between formality and compassion.
Example: We are sorry, but cannot proceed with your submission.
Best use: Missed deadlines, client communication, customer service.
Worst use: Judicial, Human Resources, or audit decisions.
Tone: Professional, apologetic, courteous.
11. We truly regret having to say…
Meaning: We really would prefer this not to be the case.
Definition: Shows sincere remorse for providing unwelcome news.
Explanation: This gives decisions that couldn’t be avoided from a human aspect.
Example: Having to declare that the project won’t be financed causes great regret for us.
Best use: Careful rejection, sensitive project cancellations.
Worst use: Casual or limited interactions—it might seem too severe.
Tone: Formal, honest, sympathetic.
12. Regrettably, but we must inform you…
Meaning: Regrettably, this is something you have to be informed about.
Definition: An approach to responsibly break terrible news informally.
Explanation: Balances clarity with kindness in communication.
Example: Though sad, we must let you know the program has been dropped.
Best use: Mid-formal corporate updates or status changes.
Worst use: Emotional or extremely formal situations.
Tone: Balanced, clear, somewhat casual.
13. Regrettably, we have to let you know that…
Meaning: Telling you this causes us grief.
Definition: A sensitive, more emotional modification of the traditional expression.
Explanation: Shows some degree of disappointment that the sender experiences.
Example: Regrettably, your post has been rendered useless.
Best use: Change notifications, compassionate rejections, HR choices.
Worst use: Legal or too formal papers.
Tone: Sensitive, understanding, slightly formal.
14. Though we understand your worries, sadly…
Meaning: We clearly understand your origin, but we must still say no.
Definition: Before presenting the outcome, accept the recipient’s perspective.
Explanation: Excellent for circumstances when the recipient could feel disheartened or unheard.
Example: Although we fully appreciate your worries, regretfully, we cannot provide an extension.
Best use: Academic appeals, client relations, customer service.
Worst use: Mass emails, generic emails.
Tone: Empathetic, affirming, corporate.
15. Sorry to say…
Meaning: An easy way to disclose bad news.
Definition: An empathetic opening means the speaker regrets imparting bad news.
Explanation: Expressing regret cushions the emotional impact and makes the recipient feel honored.
Example: Regretfully, we have decided against your application.
Best use: Face-to-face conversations where kindness matters.
Worst use: Legal notices, where formality or total impartiality is needed.
Tone: Empathetic, human-centered.
16. Though… I wish I had better news.
Meaning: A statement of regret about having to divulge bad news.
Definition: A statement saying the recipient’s wishes for the coming news are not what they are.
Explanation: It illustrates how well the speaker matched the listener emotionally and that they, too, wished for a better result.
Example: Though we won’t offer you the position, I wish I had better news.
Best use: Trying to keep a personal, caring relationship alive.
Worst use: In technical or transaction-based communication.
Tone: Remorseful, sympathetic.
17. Though I hate to be the bearer of terrible news…
Meaning: A traditional expression to delicately present bad results.
Definition: Indicates the speaker knows the news is bad and finds no delight in giving it.
Explanation: Humanizes the messenger by pointing to distress in disseminating unpleasant information.
Example: Your suggestion was not chosen; therefore, I loathe being the bearer of bad news.
Best use: When a rapport or pre-existing link already exists.
Worst use: Highly professional or aloof situations.
Tone: Honest, modest.
18. Regrettably, events have not gone as hoped…
Meaning: Expresses unhappiness with how things developed.
Definition: A phrase used to express that an anticipated or wanted result never manifested.
Explanation: Indicates shared hope and disappointment between both parties.
Example: Regrettably, things have not turned out as planned, and we cannot act on your demand.
Best use: Reacting to bids, proposals, or applications.
Worst use: When a precise definition is necessary, devoid of emotional nuance.
Tone: Disheartened, professional.
19. Sharing this isn’t easy, but…
Meaning: Signals vulnerability and compassion when conveying bad news.
Definition: A statement stressing emotional hardship in the process of message dissemination.
Explanation: Demonstrating that the sender is also impacted builds empathy and trust.
Example: We won’t renew your contract; this is not simple to share.
Best use: While conveying personal, emotionally important information.
Worst use: When the message is typical or expected.
Tone: Calm, honest.
20. I regret to inform you that something has let you down.
Meaning: A gentle opening to let off.
Definition: A sympathetic warning that something unwelcome is about to be shared.
Explanation: It acknowledges that the recipient might feel frustration or sorrow.
Example: The committee took a different path; therefore, I am somewhat saddened.
Best use: Respectful group meetings or one-on-one talks.
Worst use: Mass or automatic emails.
Tone: Gentle and polite.
21. As much as we would have desired a different result…
Meaning: Shares a wish for a better outcome.
Definition: Validates the recipient’s efforts while indicating reciprocal dissatisfaction.
Explanation: Stresses how little or with indifference the decision was made.
Example: Though we would have preferred a different result, we cannot proceed with your application.
Best use: Recognition of remarkable effort or credentials.
Worst use: When hardly any effort or engagement was shown.
Tone: Respectful, validating.
22. Thank you for your patience; I regret it’s not better news…
Meaning: Recognizes both time and the terrible result.
Definition: A courteous mix of gratitude and sorrow.
Explanation: First, demonstrating gratitude eases negative news.
Example: Thanks for your patience; your request has been denied.
Best use: After protracted decisions or delays.
Worst use: When there has been no previous connection or when the news is sudden.
Tone: Thankful, sorry.
23. Although we had hoped for a different outcome…
Meaning: Signals pointing to an imperfect or unexpected result.
Definition: Expresses collective disappointment about an undesirable result.
Explanation: Humanizes the decision-makers by revealing common hopes.
Example: While we desired a different outcome, we must move forward with another candidate.
Best use: When choices were made through a panel or group.
Worst use: In single or minor rejections.
Tone: Regretful, cooperative.
24. Regretfully, things didn’t go as hoped this time.
Meaning: Shares fell short of the expected result.
Definition: A diplomatic means of stating that efforts or intentions did not yield results.
Explanation: Acknowledging the present setback keeps hope for the future alive.
Example: Sadly, things did not go as planned this time, and we shall not proceed.
Best use: For long-term partners or repeat applicants.
Worst use: First encounters or fresh contacts.
Tone: Hopeful and introspective.
25. We have thoroughly considered your application, yet…
Meaning: Presents a rejection following assessment.
Definition: Suggests that a choice was preceded by observance of due process.
Explanation: Assists the recipient to see that the choice was neither hurried nor arbitrary.
Example: We have thoroughly considered your application, but we won’t be arranging an interview now.
Best use: Rejection of scholarships or during recruiting.
Worst use: It might appear generic without context or comments.
Tone: Professional and thoughtful.
26. We cannot go ahead after our assessment…
Meaning: Opens a decision against proceeding.
Definition: A systematic rejection phrase that is formal after assessment.
Explanation: Shows that the choice resulted from a systematic process.
Example: Following our assessment, we cannot proceed with your proposal.
Best use: Proposals or official submissions.
Worst use: In highly personal or informal conversations.
Tone: Neutral, polite.
27. Though we appreciate your interest, regrettably…
Meaning: Balances rejection and thanks.
Definition: A rejection phrase that appreciates the recipient’s effort and enthusiasm.
Explanation: Appreciation begins with it, therefore softening the severe news.
Example: Though we appreciate your interest, regretfully, we have chosen a different provider.
Best use: RFP rejections, vendor declines, proposal responses.
Worst use: When appreciation is unneeded or unauthentic.
Tone: Polite, diplomatic.
28. We are unable to continue with… at the moment.
Meaning: Signals a momentary or present boundary.
Definition: A gentle rejection with a future possibility of a second thought.
Explanation: Leaves the doorway open for future interaction.
Example: Currently, we cannot move forward with your partnership proposal.
Best use: If you may revisit the decision later.
Worst use: When the rejection is final but misleading.
Tone: Neutral, open-ended.
29. We are sorry to say your request was turned down.
Meaning: A formal rejection, though a regular one.
Definition: Straightaway conveys rejection of an application or request.
Explanation: Shows respect by formality and recognition of effort.
Example: We regret to notify you that the committee rejected your request.
Best use: Academic, funding, or grant-related decisions.
Worst use: Casual, personal affairs.
Tone: Formal, professional.
30. Unanticipated events force us to cancel…
Meaning: Explains cancelling brought on by unforeseen circumstances.
Definition: An honorable method to postpone plans or responsibilities.
Explanation: Eliminates fault and preserves goodwill.
Example: Unpredicted events force us to call off next week’s event.
Best use: Whenever outside influences are to blame.
Worst use: When used as a justification, lacking clarity.
Tone: Respectful, apologetic.
FAQ: “Regret to Tell You”
1. What significance does “I regret to inform you” have?
Ans: It is a polite and formal means of communicating bad or disappointing news. The words convey sadness from the sender and alert the receiver to a disappointing result.
2. Is “I regret to inform you” too official for email?
Answer: No, it is generally accepted in formal and semi-formal emails, particularly in professional environments like job rejections, policy changes, or official decisions.
3. Should the cause accompany “I regret to inform you”?
Response: Ideally, yes. Including a short explanation after the word helps the recipient grasp the background and lends openness and empathy to the communication.
4. Should this expression be reserved for cancellations or rejections?
Response: Indefinitely. It is most often used in professional communications for job rejections, application denials, contract terminations, or event cancellations.
Finally
“I regret to inform you” is a tried-and-true idiom used in business communication to deliver bad news with tact and consideration. Although it has a formal style, it shows responsibility on the sender’s part. To help soften the effect on the receiver, it works best with context, empathy, or thankfulness. Used carefully, it promotes clarity and respect even in sensitive talks, especially in job rejections, denials, cancellations, or policy judgments.
