Let’s face it delivering bad news is hard. Whether you’re writing a job rejection, notifying someone about a missed opportunity, or handling a professional setback, starting with “I regret to inform you…” feels like the corporate equivalent of pulling the fire alarm. It’s formal, yes. Clear? Definitely. But it’s also a bit cold and worn out.
Why do we rely on these stock phrases? Mostly because we want to be respectful. But language is more than just clarity it’s also emotion, tone, and intention. And when you’re navigating delicate conversations, the how matters just as much as the what.
If you’ve ever typed “I regret to inform you” and then stared at your screen, wondering, Is there a better way to say this? this guide is for you.
Here are 12 human-centered alternatives to help you deliver difficult news with empathy, authenticity, and professionalism without sounding like you’re reading from a script.
1. “Unfortunately, we won’t be moving forward with…”
Best for: Job rejections, project denials
Tone: Polished but gentle
This phrase has become a go-to in HR circles because it strikes a balance between directness and softness. It’s less formal than “regret to inform” but still professional. Julie Lin, a corporate recruiter with 12 years of experience, notes, “We use this often because it feels more conversational—it shows that a decision was made, but you’re not blaming or shaming.”
Real-world example:
“Unfortunately, we won’t be moving forward with your application. We really appreciated your interest in the team and your thoughtful approach.”
2. “After careful consideration…”
Best for: Academic rejections, grant proposals, client bids
Tone: Thoughtful, respectful
When you want to emphasize that the decision wasn’t made lightly, this phrase adds a layer of sincerity. It signals that the person’s effort was seen and taken seriously. Common in academia and nonprofit spaces.
Real-world example:
“After careful consideration, we’ve decided to award the grant to another applicant this cycle. Your proposal was deeply compelling, and we encourage you to apply again.”
3. “I’m sorry to have to share this news…”
Best for: One-on-one communication, emotionally charged topics
Tone: Empathetic, personal
This one leans into emotional honesty. It’s something you’d hear in a heartfelt conversation, and it’s especially useful when the relationship matters—like turning down a friend’s pitch or delivering hard feedback to a colleague.
Real-world example:
“I’m sorry to have to share this news, but we won’t be able to fund the next phase of your project.”
4. “We understand this may be disappointing…”
Best for: Follow-up or secondary rejection messages
Tone: Acknowledging, compassionate
Rather than just dropping the news, this phrase shows emotional intelligence. It’s often used in customer service or client-facing industries where the emotional response is part of the equation.
Real-world example:
“We understand this may be disappointing, and we truly appreciate the time and energy you invested in your proposal.”
5. “This wasn’t an easy decision…”
Best for: Creative fields, group decisions, collaboration contexts
Tone: Honest, humble
If you’ve ever judged a competition or led a team project selection, you’ve probably been here. This phrase gives weight to the decision-making process and signals empathy for the recipient.
Storytime:
At a community art grant meeting I once attended, one of the judges opened with, “This wasn’t an easy decision—we debated for hours, and your submission moved several of us.” Even though the artist didn’t win, they felt heard. That’s the power of tone.
6. “We won’t be able to proceed at this time…”
Best for: Vendor rejections, service proposals
Tone: Courteous, neutral
This is the “soft no” of the business world. It implies finality without being abrupt, which makes it ideal for B2B communications. You’re leaving the door open, just not right now.
Real-world example:
“Thanks for your pitch! After reviewing your materials, we won’t be able to proceed at this time, but we’ll keep your information on file for future opportunities.”
7. “Please know this decision was not made lightly.”
Best for: High-stakes rejections, emotionally invested recipients
Tone: Reassuring, earnest
Sometimes, people need to know they weren’t just a checkbox on a spreadsheet. This phrase gives weight to their efforts and shows humanity behind the process.
Real-world example:
“Please know this decision was not made lightly. We had an overwhelming response, and while we’re not able to offer you the role, your experience left a strong impression.”
8. “We appreciate your interest, but…”
Best for: Volunteer rejections, academic admissions
Tone: Appreciative, light
Used carefully, this phrase can sound sincere rather than dismissive. It works best when paired with a follow-up sentence that acknowledges effort or offers encouragement.
Real-world example:
“We appreciate your interest, but we’ve filled all available roles at this time. Thank you for your enthusiasm it truly means a lot to us.”
9. “Regretfully, we are unable to…”
Best for: More traditional or formal industries (law, government)
Tone: Traditional, respectful
This keeps the essence of “I regret to inform you” but with a slightly more modern cadence. It’s formal without being stuffy, and is a favorite in bureaucratic or institutional contexts.
10. “At this point, we’re going in a different direction.”
Best for: Creative collaborations, freelance work
Tone: Direct, industry-savvy
If you’re in media, marketing, or design, this one will feel familiar. It suggests a strategic shift rather than a personal rejection.
Real-world example:
“At this point, we’re going in a different direction with the campaign, but we loved your energy and creative perspective.”
11. “Given our current priorities…”
Best for: Internal decisions, shifting budgets
Tone: Strategic, soft decline
This phrase helps frame the rejection around changing needs rather than personal inadequacy. Often used internally when declining proposals from other departments.
Real-world example:
“Given our current priorities, we won’t be able to allocate resources to the project this quarter.”
12. “Thanks again for your time and effort…”
Best for: Ending on a gracious note
Tone: Appreciative, inclusive
This isn’t a rejection phrase by itself but pairing it with a “no” softens the blow and leaves a positive final impression. It works in any context.
Real-world example:
“Thanks again for your time and effort. While we won’t be moving forward, we truly value your interest in working with us.”
Before You Hit Send: A Quick Etiquette Tip
One common mistake? Delivering bad news too quickly or too impersonally. Even when you’re busy, a one-sentence rejection with no context can come off as dismissive. Add a human touch: acknowledge effort, show appreciation, and if appropriate, offer a path forward (like reapplying or connecting again).
So, What’s in Your Rejection Toolkit?
Whether you’re managing a hiring process, giving feedback, or navigating difficult conversations, the words you choose matter. Every rejection is an opportunity to communicate with kindness and clarity.
Which of these phrases do you use the most?
Have one that works particularly well in your field or culture? I’d love to hear your go-to alternatives drop them in the comments or share with a colleague who could use this list.
