30 Other Ways to Say ‘Unfortunately’ (With Examples)

Finding the right words matters—especially when we need to share uncomfortable, disappointing, or sensitive information. Using softer and more thoughtful alternatives to “unfortunately” can make your communication feel kinder, more human, and emotionally aware. Whether you’re writing professionally or reaching out to someone you care about, these expressions can help you speak with warmth, clarity, and empathy.

What Does “Unfortunately” Mean?

“Unfortunately” is used to introduce bad news, disappointment, or an unwanted outcome. It signals that something did not go as hoped. It often sounds formal or blunt, which is why many people look for other ways to say it more gently.

Is It Professional/Polite to Say “Unfortunately”?

Yes — “unfortunately” is grammatically correct, polite, and professional. However, it can feel cold, distant, or overly formal in emotional conversations. In customer service or workplace communication, overuse can make your message feel scripted or lacking warmth. That’s why alternatives can help you express the same meaning with more care and humanity.

Pros and Cons of Using ‘Unfortunately’

Pros:

• Clear and straightforward
• Sounds professional
• Widely understood
• Good for formal writing

Cons:

• Can feel harsh or distant
• May come across as unsympathetic
• Overused in emails
• Less emotional warmth

Synonyms For “Unfortunately”

1. Regrettably
2. Sadly
3. I’m afraid
4. It pains me to say
5. As much as I wish I could say otherwise
6. It’s disappointing that
7. I wish the news were better
8. It’s unfortunate, but
9. I hate to share this
10. It’s not the result we hoped for
11. This may be hard to hear
12. I’m sorry to let you know
13. I’m sorry to say
14. I know this isn’t ideal, but
15. This might be disappointing, but
16. I understand this may not be what you wanted to hear
17. This isn’t the outcome we wanted
18. I realize this isn’t great news
19. This may be a setback, but
20. It didn’t turn out as planned
21. This wasn’t the result we expected
22. We ran into an issue
23. There’s been a change in plans
24. We’ve hit a snag
25. Things didn’t go as hoped
26. This puts us in a tough spot
27. There’s something important you should know
28. This may affect our next steps
29. Let me share an update (gentle)
30. Here’s the situation (soft and neutral)

1. Regrettably

Scenario: Delivering disappointing but necessary information.

Examples:

• Regrettably, we won’t be able to meet the deadline.
• Regrettably, the item is no longer in stock.
• Regrettably, I can’t attend the meeting tomorrow.

Tone: Formal yet empathetic.

Explanation: A polished word that softens the disappointment while keeping professionalism.

2. Sadly

Scenario: When the situation carries emotional weight.

Examples:

• Sadly, the event has been canceled.
• Sadly, we couldn’t find a solution this time.
• Sadly, she won’t be joining us today.

Tone: Gentle and heartfelt.

Explanation: Shows emotional understanding without sounding too formal.

3. I’m afraid

Scenario: When you want to express concern or hesitance.

Examples:

• I’m afraid we don’t have availability.
• I’m afraid I can’t help with that request.
• I’m afraid the answer is no.

Tone: Polite and careful.

Explanation: Softens the impact by expressing shared discomfort.

4. It pains me to say

Scenario: When the news truly disappoints you.

Examples:

• It pains me to say, but we need to postpone.
• It pains me to say, we couldn’t secure approval.
• It pains me to say, your request was denied.

Tone: Deeply empathetic.

Explanation: Shows that the speaker genuinely cares.

5. As much as I wish I could say otherwise

Scenario: When you want to highlight effort or hope.

Examples:

• As much as I wish I could say otherwise, we must decline.
• As much as I wish I could say otherwise, the answer is no.
• As much as I wish I could say otherwise, we couldn’t complete it.

Tone: Compassionate and sincere.

Explanation: Emphasizes shared desire for a better outcome.

6. It’s disappointing that

Scenario: When expressing shared disappointment.

Examples:

• It’s disappointing that the project didn’t move forward.
• It’s disappointing that we couldn’t arrange it.
• It’s disappointing that the results weren’t stronger.

Tone: Honest yet soft.

Explanation: Acknowledges the emotional side of the situation.

7. I wish the news were better

Scenario: Sharing results or updates.

Examples:

• I wish the news were better, but we aren’t approved.
• I wish the news were better, the test didn’t go well.
• I wish the news were better, but we’re delayed.

Tone: Warm and regretful.

Explanation: Offers comfort even while sharing disappointment.

8. It’s unfortunate, but

Scenario: Professional or neutral communication.

Examples:

• It’s unfortunate, but we will need more time.
• It’s unfortunate, but this option isn’t available.
• It’s unfortunate, but we couldn’t verify the details.

Tone: Balanced, clear.

Explanation: Similar to “unfortunately,” but softer.

9. I hate to share this

Scenario: Delivering sensitive information.

Examples:

• I hate to share this, but the deal fell through.
• I hate to share this, but your request was denied.
• I hate to share this, but we lost the file.

Tone: Human and vulnerable.

Explanation: Sounds genuinely caring.

10. It’s not the result we hoped for

Scenario: Reviewing outcomes.

Examples:

• It’s not the result we hoped for, but we’ll adjust.
• It’s not the result we hoped for, but we’ll learn from it.
• It’s not the result we hoped for, so we’ll try again.

Tone: Encouraging.

Explanation: Keeps the focus on teamwork and growth.

11. This may be hard to hear

Scenario: Emotionally heavy updates.

Examples:

• This may be hard to hear, but the project failed.
• This may be hard to hear, but we need to pause plans.
• This may be hard to hear, but we have to decline.

Tone: Gentle and considerate.

Explanation: Prepares the listener with kindness.

12. I’m sorry to let you know

Scenario: Delivering personal or customer-facing news.

Examples:

• I’m sorry to let you know we can’t process the request.
• I’m sorry to let you know the package was delayed.
• I’m sorry to let you know we must reschedule.

Tone: Apologetic and warm.

Explanation: Shows responsibility and empathy.

13. I’m sorry to say

Scenario: When empathy is needed.

Examples:

• I’m sorry to say, the application was rejected.
• I’m sorry to say, we can’t assist with that.
• I’m sorry to say, it didn’t work out.

Tone: Soft and respectful.

Explanation: A gentle apology combined with honesty.

14. I know this isn’t ideal, but

Scenario: When the solution isn’t perfect.

Examples:

• I know this isn’t ideal, but we need more time.
• I know this isn’t ideal, but we have to adjust.
• I know this isn’t ideal, but we can’t approve it.

Tone: Understanding.

Explanation: Acknowledges concerns while staying supportive.

15. This might be disappointing, but

Scenario: When delivering mild bad news.

Examples:

• This might be disappointing, but we’re fully booked.
• This might be disappointing, but we can’t replace it.
• This might be disappointing, but we must postpone.

Tone: Soothing and considerate.

Explanation: Helps reduce emotional impact.

16. I understand this may not be what you wanted to hear

Scenario: When empathy is essential.

Examples:

• I understand this may not be what you wanted to hear, but we must decline.
• I understand this may not be what you wanted to hear, but we couldn’t complete it.
• I understand this may not be what you wanted to hear, but we’re delayed.

Tone: Deeply understanding.

Explanation: Shows emotional awareness.

17. This isn’t the outcome we wanted

Scenario: Team-related or group discussions.

Examples:

• This isn’t the outcome we wanted, but we’ll adapt.
• This isn’t the outcome we wanted, so we’ll revise our approach.
• This isn’t the outcome we wanted, but we’ll try again.

Tone: Motivational.

Explanation: Encourages unity and resilience.

Read More:30 Other Ways to Say ‘Please Discard My Previous Email’ (With Examples)

18. I realize this isn’t great news

Scenario: When acknowledging discomfort.

Examples:

• I realize this isn’t great news, but the event is canceled.
• I realize this isn’t great news, but we need more time.
• I realize this isn’t great news, but we can’t help with that.

Tone: Empathetic.

Explanation: Validates feelings before sharing disappointment.

19. This may be a setback, but

Scenario: When moving forward matters.

Examples:

• This may be a setback, but we’ll stay on track.
• This may be a setback, but we can still recover.
• This may be a setback, but we’ll find another way.

Tone: Optimistic.

Explanation: Frames the disappointment as temporary.

20. It didn’t turn out as planned

Scenario: Unexpected outcomes.

Examples:

• It didn’t turn out as planned, so we’ll readjust.
• It didn’t turn out as planned, but we learned a lot.
• It didn’t turn out as planned, so here’s our next step.

Tone: Realistic but hopeful.

Explanation: Keeps the focus on problem-solving.

21. This wasn’t the result we expected

Scenario: Professional updates.

Examples:

• This wasn’t the result we expected, but we’ll review.
• This wasn’t the result we expected, but we’ll move forward.
• This wasn’t the result we expected, so we’ll adjust.

Tone: Neutral and constructive.

Explanation: Expresses disappointment politely.

22. We ran into an issue

Scenario: When explaining delays or complications.

Examples:

• We ran into an issue, and things are delayed.
• We ran into an issue, but it’s being fixed.
• We ran into an issue, so we need more time.

Tone: Transparent and calm.

Explanation: Minimizes pressure while staying honest.

23. There’s been a change in plans

Scenario: Informing changes.

Examples:

• There’s been a change in plans, so we must reschedule.
• There’s been a change in plans, and the venue is different.
• There’s been a change in plans, and the event is postponed.

Tone: Neutral and flexible.

Explanation: A gentle alternative to bad-news phrases.

24. We’ve hit a snag

Scenario: Light, less formal conversations.

Examples:

• We’ve hit a snag, but we’re working on it.
• We’ve hit a snag, so there’s a delay.
• We’ve hit a snag, and we may need help.

Tone: Casual and friendly.

Explanation: Makes obstacles sound manageable.

25. Things didn’t go as hoped

Scenario: When sharing unexpected setbacks.

Examples:

• Things didn’t go as hoped, but we’ll keep trying.
• Things didn’t go as hoped, and we need backup plans.
• Things didn’t go as hoped, but we learned a lot.

Tone: Honest and open.

Explanation: Focuses on acceptance and progress.

26. This puts us in a tough spot

Scenario: Challenging decisions.

Examples:

• This puts us in a tough spot, but we’ll find a way.
• This puts us in a tough spot, so we need to rethink.
• This puts us in a tough spot, and we must reconsider.

Tone: Serious but supportive.

Explanation: Acknowledges difficulty without blame.

27. There’s something important you should know

Scenario: Preparing someone for meaningful news.

Examples:

• There’s something important you should know — plans have changed.
• There’s something important you should know — we couldn’t complete it.
• There’s something important you should know — the deadline moved.

Tone: Calm and steady.

Explanation: Helps ease into difficult news.

28. This may affect our next steps

Scenario: Strategic or professional updates.

Examples:

• This may affect our next steps, but we’ll plan accordingly.
• This may affect our next steps, so let’s discuss options.
• This may affect our next steps, but we’re prepared.

Tone: Professional and thoughtful.

Explanation: Frames disappointment within planning.

29. Let me share an update

Scenario: A gentle introduction to bad news.

Examples:

• Let me share an update — the timeline changed.
• Let me share an update — the file didn’t upload.
• Let me share an update — we need extra time.

Tone: Soft and neutral.

Explanation: Creates a smooth transition to the news.

30. Here’s the situation

Scenario: When clarity matters most.

Examples:

• Here’s the situation — we couldn’t finalize it.
• Here’s the situation — the deadline moved.
• Here’s the situation — we ran into delays.

Tone: Clear but gentle.

Explanation: Direct yet still empathetic.

Conclusion

Sometimes we have to share news that isn’t pleasant, but choosing the right words can make a big difference. These alternatives to “unfortunately” help you sound kinder, more thoughtful, and more human. Even when the message is difficult, your tone can still show care, understanding, and respect. Using softer phrases creates better conversations and helps people feel supported — even in tough moments.