In the world of communication, delivering bad news is often one of the most challenging tasks, especially in written form. Whether it’s declining an application, notifying someone of a cancellation, or addressing sensitive situations, how you convey the message can significantly impact the recipient’s response.
Struggling with how to phrase “We regret to inform you” in a letter? Explore alternative expressions to convey difficult news with professionalism and empathy, ensuring your message is both clear and considerate.
Phrasing matters, as it can help maintain professionalism and empathy, softening the blow of disappointment.
In this article, we will explore 20 effective alternatives to the phrase “We regret to inform you.” Each alternative is accompanied by a scenario to illustrate its application in real-life communications.
List Of Ways to Say ‘We Regret to Inform You’ in a Letter
- We Are Sorry to Notify You
- Unfortunately, We Must Inform You
- It Is With Regret That We Share
- We Are Disappointed to Advise You
- Regrettably, We Must Inform You
- We Must Convey Our Regrets
- We Regret to Advise You
- We Must Regretfully Inform You
- It Is With a Heavy Heart That We Share
- We Are Sad to Inform You
- We Must Inform You With Regret
- With Deep Regret, We Must Notify You
- We Wish We Could Share Better News
- We Are Disheartened to Inform You
- We Regret to Communicate
- We Are Forced to Inform You
- We Have No Choice But to Inform You
- We Are Regrettably Unable to Grant Your Request
- Unfortunately, We Must Inform You
- We Regret to Deliver This News
1. We Are Sorry to Notify You
In many cases, conveying disappointment requires a gentle touch. Using “We are sorry to notify you” shows empathy while still delivering the message.
Scenario Example: Subject: Update on Your Application
Dear Mia,
I hope this message finds you well. I want to take a moment to express our gratitude for your interest in our program. After careful consideration, we are sorry to notify you that we will not be able to offer you a position at this time.
We truly appreciate the effort you put into your application and encourage you to apply again in the future. Your skills and experiences are impressive, and we believe you have a lot to offer.
Thank you for your understanding.
Warm regards,
Hannah
2. Unfortunately, We Must Inform You
This phrase allows you to convey necessary news while maintaining a formal tone, signalling seriousness and respect.
Scenario Example: Subject: Job Application Status
Dear Mia,
Thank you for your interest in the Sales Associate position at our company. Unfortunately, we must inform you that your application has not been selected for further consideration.
We received a significant number of applications, and the competition was fierce. We encourage you to explore other opportunities with us and hope to see your application again in the future.
Best wishes for your job search.
Sincerely,
Hannah
3. It Is With Regret That We Share
Using this phrase adds a personal touch, emphasizing the sender’s feelings about the situation.
Scenario Example: Subject: Event Cancellation Notice
Dear Mia,
I hope you’re doing well. It is with regret that we share the news that our upcoming conference has been cancelled due to unforeseen circumstances. We understand the disappointment this may cause, as many of you were looking forward to the event.
We are currently working on rescheduling and will keep you updated. Thank you for your understanding and continued support.
Best regards,
Hannah
4. We Are Disappointed to Advise You
This phrase communicates disappointment and maintains professionalism, suitable for formal contexts.
Scenario Example: Subject: Membership Renewal Update
Dear Mia,
Thank you for your loyalty to our organization. We are disappointed to advise you that your membership renewal has not been processed due to an outstanding balance. We value your membership and would like to resolve this matter as quickly as possible.
Please contact us at your earliest convenience to discuss your options.
Thank you for your attention to this matter.
Sincerely,
Hannah
5. Regrettably, We Must Inform You
This phrase is straightforward and conveys sincerity in the message.
Scenario Example: Subject: Scholarship Application Status
Dear Mia,
Thank you for your application for the scholarship program. Regrettably, we must inform you that you have not been selected for this year’s awards. We were impressed by your achievements, and we encourage you to apply again next year.
Your commitment to education is admirable, and we hope to see your application again soon.
Best,
Hannah
6. We Must Convey Our Regrets
This approach emphasizes the need to communicate the unfortunate news respectfully.
Scenario Example: Subject: Class Cancellation Notice
Dear Mia,
I hope you’re well. We must convey our regrets regarding the cancellation of your upcoming class due to instructor availability. We understand the inconvenience this may cause, and we are working to reschedule the class at the earliest possible date.
Thank you for your understanding.
Kind regards,
Hannah
7. We Regret to Advise You
This phrase is both formal and empathetic, suitable for various contexts.
Scenario Example: Subject: Contract Status Update
Dear Mia,
I hope this email finds you in good spirits. We regret to advise you that your contract renewal has been postponed pending further review. We appreciate your patience during this time and will keep you updated on any developments.
Thank you for your understanding.
Warmly,
Hannah
8. We Must Regretfully Inform You
This phrase conveys a sense of duty in delivering the unfortunate news while maintaining a respectful tone.
Scenario Example: Subject: Program Enrollment Update
Dear Mia,
I hope you are doing well. We must regretfully inform you that enrollment for our program has reached capacity, and we cannot accept any further applications. We genuinely appreciate your interest and encourage you to consider applying next year.
Thank you for your understanding.
Best wishes,
Hannah
9. It Is With a Heavy Heart That We Share
Using this phrase adds emotional weight to the message, making it clear that the sender feels the impact of the news.
Scenario Example: Subject: Staff Redundancy Announcement
Dear Mia,
I hope this email finds you well. It is with a heavy heart that we share the news of staff redundancies affecting several team members, including yourself. This decision was not taken lightly, and we are committed to providing support during this transition.
Please let us know how we can assist you during this challenging time.
Kind regards,
Hannah
10. We Are Sad to Inform You
This phrase softens the delivery and adds a personal touch to the message.
Scenario Example: Subject: Contest Results
Dear Mia,
Thank you for participating in our annual writing contest. We are sad to inform you that you did not win this year. Your entry was unique and creative, and we encourage you to participate again next year.
Thank you for your effort and passion.
Sincerely,
Hannah
11. We Must Inform You With Regret
This formulation combines a formal tone with a heartfelt acknowledgement of the situation.
Scenario Example: Subject: Application Update
Dear Mia,
I hope you’re well. We must inform you with regret that your application for the internship position has not been successful. We received numerous applications, and the selection process was incredibly competitive.
We appreciate your interest in our organization and encourage you to apply for future openings.
Best regards,
Hannah
12. With Deep Regret, We Must Notify You
This phrase is strong and sincere, conveying the seriousness of the situation.
Scenario Example: Subject: Termination Notice
Dear Mia,
I hope this message finds you well. With deep regret, we must notify you of the termination of your employment due to company restructuring. This decision was difficult for us, and we are committed to supporting you during this transition.
Please reach out if you need assistance with job placement resources.
Sincerely,
Hannah
13. We Wish We Could Share Better News
This phrase is empathetic and acknowledges the disappointment the recipient may feel.
Scenario Example: Subject: Delay in Project Launch
Dear Mia,
I hope you are doing well. We wish we could share better news regarding the launch of the new project; however, it has been postponed due to unforeseen circumstances. We understand the impact this may have on your planning and will keep you updated on the new timeline.
Thank you for your understanding.
Warm regards,
Hannah
14. We Are Disheartened to Inform You
This phrase expresses a sense of sadness over the situation, emphasizing the human aspect of communication.
Scenario Example: Subject: Application Withdrawal
Dear Mia,
I hope this email finds you well. We are disheartened to inform you that your application has been withdrawn from consideration. We understand that circumstances can change, and we appreciate your interest in our company.
Should you wish to reapply in the future, we would be happy to consider your application again.
Best,
Hannah
15. We Regret to Communicate
This phrase maintains a formal tone while still expressing regret over the news being shared.
Scenario Example: Subject: Policy Change Notification
Dear Mia,
Thank you for your understanding. We regret to communicate that there will be changes to our company policy affecting all employees. We recognize that changes can be challenging, and we are here to assist you through this transition.
Please feel free to reach out if you have any questions.
Best regards,
Hannah
16. We Are Forced to Inform You
This phrase communicates that the decision was not taken lightly, emphasizing necessity rather than choice.
Scenario Example: Subject: Class Closure Notice
Dear Mia,
I hope you’re doing well. We are forced to inform you that the upcoming class will be closed due to insufficient enrollment. We understand that this news may be disappointing, and we are actively working on future offerings.
Thank you for your understanding.
Sincerely,
Hannah
17. We Have No Choice But to Inform You
This phrase conveys a sense of obligation, indicating that the sender wishes things were different.
Scenario Example: Subject: Layoff Notice
Dear Mia,
I hope this message finds you in good health. We have no choice but to inform you that due to budget cuts, your position has been affected. This decision was not made lightly, and we appreciate your contributions during your time with us.
Please let us know how we can assist you in your next steps.
Warmly,
Hannah
18. We Are Regrettably Unable to Grant Your Request
This phrase acknowledges the request being denied while maintaining a respectful tone.
Scenario Example: Subject: Leave of Absence Request
Dear Mia,
I hope you are doing well. We are regrettably unable to grant your request for a leave of absence at this time due to staffing needs. We appreciate your understanding and encourage you to discuss any other options available.
Thank you for your continued commitment to our team.
Best wishes,
Hannah
19. It Is Unfortunate That We Must Inform You
This phrase maintains formality and expresses regret, making it suitable for sensitive communications.
Scenario Example: Subject: Service Disruption Notice
Dear Mia,
I hope this email finds you well. Unfortunately, we must inform you of a temporary disruption to our services due to maintenance work. We understand the inconvenience this may cause and are committed to restoring services as soon as possible.
Thank you for your patience during this time.
Sincerely,
Hannah
20. We Regret to Deliver This News
This phrase emphasizes the sentiment of regret while delivering the necessary information.
Scenario Example: Subject: Membership Cancellation Notice
Dear Mia,
I hope this message finds you well. We regret to deliver this news that your membership has been cancelled due to inactivity. We value your presence in our community and would love to see you return.
Please let us know if you have any questions or if there’s anything we can do to assist you.
Warm regards,
Hannah
