Do you ever feel like writing emails takes too long? Or worse—you spend time writing an email, but you’re still not sure if it’s correct?
You’re not alone. Many English learners face two common problems when writing emails:
- It takes too long – You spend ages crafting the perfect message.
- You’re not sure if it’s right – Even after all that time, you doubt your word choice and grammar.
The good news? There’s a simple solution! By learning a few key expressions, you can write emails faster and with complete confidence.
In this comprehensive guide, you’ll learn:
- ✅ Four simple frameworks for delivering good and bad news
- ✅ How to choose between informal and formal language
- ✅ PLENTY of examples for every situation
- ✅ Practical tips for saving time and writing correctly
Let’s dive in!
Part 1: The Core Concept
Why Frameworks Matter
When delivering news via email, having a clear framework helps you:
- ✅ Write faster (no more searching for the right words!)
- ✅ Write correctly (these expressions are always grammatically correct)
- ✅ Write confidently (you know you’re using the right tone)
- ✅ Maintain professionalism in every situation
The Four Frameworks
| Type of News | Informal | Formal |
|---|---|---|
| Good News | “I’m happy to tell you that…” | “We are pleased to inform you that…” |
| Good News (more formal) | — | “We are delighted to inform you that…” |
| Bad News | “I’m sorry to tell you that…” | “We regret to inform you that…” |
Part 2: Good News – Informal Framework
The Structure
“I’m happy to tell you that [news].”
Why it works: This is friendly, warm, and direct. It’s perfect for informal situations like emails to friends, colleagues, or people you know well.
Key Features:
- ✅ Personal and warm
- ✅ Direct and clear
- ✅ Appropriate for casual relationships
Examples
Example 1: Passing an Exam
- Framework: “I’m happy to tell you that you passed the exam.”
- Full Email:Subject: Great News About Your ExamDear Maria,I’m happy to tell you that you passed the exam with flying colors! Your hard work really paid off.Congratulations!Best,
Professor Smith
Example 2: Job Offer
- Framework: “I’m happy to tell you that you got the job.”
- Full Email:Subject: Job Offer – Marketing Manager PositionDear John,I’m happy to tell you that you got the job! We were all impressed with your interview and believe you’ll be a fantastic addition to our team.We’ll send the formal offer letter shortly.Congratulations!Best regards,
Sarah Johnson
Example 3: Promotion
- Framework: “I’m happy to tell you that you’ve been promoted.”
- Full Email:Subject: Promotion AnnouncementDear Team,I’m happy to tell you that Maria has been promoted to Senior Manager. Her dedication and excellent work have made this well-deserved.Please join me in congratulating her!Cheers,
David
Example 4: Application Approval
- Framework: “I’m happy to tell you that your application has been approved.”
- Full Email:Subject: Application ApprovedHi Sarah,I’m happy to tell you that your application has been approved by the committee. They were very impressed with your proposal.Let’s celebrate next week!Best,
James
More Examples:
- “I’m happy to tell you that your manuscript has been accepted.”
- “I’m happy to tell you that we’ve secured the funding.”
- “I’m happy to tell you that your scholarship has been confirmed.”
- “I’m happy to tell you that we’re extending the deadline.”
- “I’m happy to tell you that your proposal has been selected.”
Part 3: Good News – Formal Framework
The Structure
“We are pleased to inform you that [news].”
—or—
“We are delighted to inform you that [news].”
Why it works: This is professional, respectful, and appropriate for formal situations like business correspondence, academic notifications, and official announcements.
Key Features:
- ✅ Professional and polished
- ✅ Formal and respectful
- ✅ Appropriate for official correspondence
Examples
Example 1: Loan Approval
- Framework: “We are pleased to inform you that your loan has been approved.”
- Full Email:Subject: Loan Application Approved – Reference #12345Dear Mr. Thompson,We are pleased to inform you that your loan application has been approved. The funds will be transferred to your account within three business days.Should you have any questions, please do not hesitate to contact our customer service team.Yours sincerely,
Jennifer Martinez
Loan Officer
Example 2: Scholarship Offer
- Framework: “We are delighted to inform you that you have received a full scholarship to university.”
- Full Email:Subject: Scholarship Award – Class of 2026Dear Ms. Chen,We are delighted to inform you that you have received a full scholarship to our university. Your outstanding academic achievements and community involvement made you a standout candidate.Please find attached the official award letter and next steps for enrollment.Congratulations on this well-deserved achievement!Yours sincerely,
Dr. Robert Anderson
Director of Admissions
Example 3: Contract Approval
- Framework: “We are pleased to inform you that your contract has been approved.”
- Full Email:Subject: Contract Approval – Project PhoenixDear Ms. Williams,We are pleased to inform you that your contract for Project Phoenix has been approved by the board.The official signed documents will be sent to you by courier tomorrow.We look forward to working with you on this exciting initiative.Yours sincerely,
Michael Chen
Procurement Manager
Example 4: Job Offer (Formal)
- Framework: “We are pleased to inform you that you have been selected for the position.”
- Full Email:Subject: Job Offer – Senior Software EngineerDear Ms. Patel,We are delighted to inform you that you have been selected for the position of Senior Software Engineer at TechCorp.Please find attached the official offer letter and employment contract. To accept this offer, please sign the contract and return it to us by July 10.We look forward to welcoming you to our team.Yours sincerely,
James Anderson
Head of Engineering
More Examples:
- “We are pleased to inform you that your application has been successful.”
- “We are delighted to inform you that your submission has been accepted for publication.”
- “We are pleased to inform you that the board has approved your proposal.”
- “We are delighted to inform you that your membership has been upgraded.”
- “We are pleased to inform you that your order has been shipped.”
Part 4: Bad News – Informal Framework
The Structure
“I’m sorry to tell you that [news].”
Why it works: This is direct, personal, and empathetic. It’s appropriate for informal situations where you have a personal relationship with the recipient.
Key Features:
- ✅ Personal and direct
- ✅ Shows empathy
- ✅ Appropriate for casual relationships
Examples
Example 1: Not Passing an Exam
- Framework: “I’m sorry to tell you that you did not pass the exam.”
- Full Email:Subject: Exam ResultsDear Maria,I’m sorry to tell you that you did not pass the exam. I know this is disappointing news.Please don’t hesitate to reach out if you’d like to discuss your results and options for retaking the exam.Keep your head up—I know you can do it next time.Best,
Professor Smith
Example 2: Declining an Invitation
- Framework: “I’m sorry to tell you that I cannot attend the conference.”
- Full Email:Subject: Conference Attendance – Unable to AttendDear John,I’m sorry to tell you that I cannot attend the conference next month. I have a prior commitment that conflicts with the dates.I hope the conference goes well, and I’d love to catch up soon.Best,
Sarah
Example 3: Canceling Plans
- Framework: “I’m sorry to tell you that I can’t make it tonight.”
- Full Email:Subject: Tonight’s DinnerHi Maria,I’m sorry to tell you that I can’t make it tonight. I’m feeling under the weather and need to rest.Can we reschedule for next week?Hope you understand.Cheers,
John
More Examples:
- “I’m sorry to tell you that I won’t be able to attend the meeting.”
- “I’m sorry to tell you that your application was not successful.”
- “I’m sorry to tell you that the event has been canceled.”
- “I’m sorry to tell you that we need to postpone the project.”
- “I’m sorry to tell you that your order has been delayed.”
Part 5: Bad News – Formal Framework
The Structure
“We regret to inform you that [news].”
Why it works: This is professional, formal, and respectful. It’s appropriate for formal situations where you need to maintain a professional distance and official tone.
Key Features:
- ✅ Professional and formal
- ✅ Respectful and courteous
- ✅ Appropriate for official correspondence
Examples
Example 1: Flight Cancellation
- Framework: “We regret to inform you that your flight has been canceled.”
- Full Email:Subject: Flight Cancellation – Flight #AF123 – March 15Dear Mr. Johnson,We regret to inform you that your flight AF123 to Paris on March 15 has been canceled due to weather conditions.We have rebooked you on the next available flight. Please see the attached confirmation for details.We apologize for any inconvenience this may cause.Yours sincerely,
Customer Service Team
Air France
Example 2: Order Delay
- Framework: “We regret to inform you that your order has been delayed.”
- Full Email:Subject: Order Delay – Order #98765Dear Ms. Thompson,We regret to inform you that your order has been delayed due to supply chain issues. We now expect delivery by June 30.We sincerely apologize for this inconvenience and any disruption it may cause to your plans.Should you wish to cancel your order, please contact our customer service team.We value your business and will keep you updated on any further changes.Yours sincerely,
Maria Rodriguez
Customer Service Manager
Example 3: Declining Conference Attendance
- Framework: “I regret to inform you that I cannot attend the conference.”
- Full Email:Subject: Conference Attendance – Unable to ParticipateDear Organizing Committee,I regret to inform you that I will be unable to attend the upcoming conference due to unforeseen circumstances.I apologize for any inconvenience this may cause and hope to participate in future events.Thank you for your understanding.Yours sincerely,
Dr. Elizabeth Chen
Research Director
Example 4: Declining a Job Application
- Framework: “We regret to inform you that your application has not been successful.”
- Full Email:Subject: Application Status – Marketing Manager PositionDear Mr. Davis,We regret to inform you that your application for the Marketing Manager position has not been successful.We received a very strong pool of candidates, and unfortunately, we have decided to move forward with another applicant who more closely matches our current needs.We appreciate the time and effort you invested in your application and wish you every success in your future endeavors.Yours sincerely,
Human Resources Department
ABC Corporation
More Examples:
- “We regret to inform you that your application has been declined.”
- “We regret to inform you that your subscription has been canceled.”
- “We regret to inform you that the event has been postponed.”
- “We regret to inform you that the position has been filled.”
- “We regret to inform you that your request has been denied.”
Part 6: Practice Scenarios
Let’s practice using these frameworks in different situations. For each scenario, think about:
- Is it good news or bad news?
- Is it formal or informal?
- Which framework should you use?
Scenario 1: Loan Approval
Situation: A bank informing a client that their loan has been approved.
Answer: Formal / Good News
Framework: “We are pleased to inform you that your loan has been approved.”
Full Email:
Subject: Loan Application Approved – Reference #12345
Dear Mr. Thompson,
We are pleased to inform you that your loan application has been approved. The funds will be transferred to your account within three business days.
Should you have any questions, please do not hesitate to contact our customer service team.
Yours sincerely,
Jennifer Martinez
Loan Officer
Scenario 2: Job Offer (Informal)
Situation: A colleague telling a friend that they got the job.
Answer: Informal / Good News
Framework: “I’m happy to tell you that you got the job.”
Full Email:
Subject: You Got the Job!
Hi Sarah,
I’m happy to tell you that you got the job! I heard from HR this morning and they were very impressed with your interview.
Let’s celebrate this weekend!
Cheers,
Maria
Scenario 3: Flight Cancellation
Situation: An airline informing a passenger that their flight has been canceled.
Answer: Formal / Bad News
Framework: “We regret to inform you that your flight has been canceled.”
Full Email:
Subject: Flight Cancellation – Flight #BA456 – July 10
Dear Mr. Thompson,
We regret to inform you that your flight BA456 from London to New York on July 10 has been canceled due to industrial action.
We have rebooked you on flight BA460 departing at 10:00 AM on July 11. Please see the attached confirmation.
We apologize for the inconvenience and thank you for your understanding.
Yours sincerely,
Customer Service Team
British Airways
Scenario 4: Declining Conference Attendance
Situation: A professional informing the organizing committee they cannot attend a conference.
Answer: Formal / Bad News
Framework: “I regret to inform you that I cannot attend the conference.”
Full Email:
Subject: Conference Attendance – Unable to Attend
Dear Organizing Committee,
I regret to inform you that I will be unable to attend the upcoming conference due to unforeseen circumstances.
I apologize for any inconvenience this may cause and hope to participate in future events.
Thank you for your understanding.
Yours sincerely,
Dr. Elizabeth Chen
Research Director
Scenario 5: Scholarship Offer
Situation: A university informing a student they’ve received a full scholarship.
Answer: Formal / Good News
Framework: “We are delighted to inform you that you have received a full scholarship to university.”
Full Email:
Subject: Scholarship Award – Class of 2026
Dear Ms. Liu,
We are delighted to inform you that you have received a full scholarship to our university. Your outstanding academic achievements and community involvement made you a standout candidate.
This scholarship covers full tuition and provides a living stipend of $15,000 per year.
Please find attached the official award letter and details about the award ceremony on June 15.
We are proud of your achievement and look forward to seeing your continued success.
Congratulations!
Yours sincerely,
Dr. William Chen
Scholarship Committee
National University
Scenario 6: Order Delay
Situation: A company informing a customer that their order has been delayed.
Answer: Formal / Bad News
Framework: “We regret to inform you that your order has been delayed.”
Full Email:
Subject: Order Delay – Order #54321
Dear Mr. Williams,
We regret to inform you that your order has been delayed due to production issues. We now expect delivery by July 20, approximately two weeks later than originally scheduled.
We sincerely apologize for this inconvenience and any disruption it may cause to your plans.
If you wish to cancel your order, please contact our customer service team at 1-800-555-0199.
We will continue to update you on the status of your order.
Yours sincerely,
Customer Service Department
Quality Goods Inc.
Part 7: Quick Reference Cheat Sheet
| Situation | Framework | Example |
|---|---|---|
| Good News (Informal) | “I’m happy to tell you that…” | “I’m happy to tell you that you got the job.” |
| Good News (Formal) | “We are pleased to inform you that…” | “We are pleased to inform you that your loan has been approved.” |
| Good News (Formal, Enthusiastic) | “We are delighted to inform you that…” | “We are delighted to inform you that you’ve received a scholarship.” |
| Bad News (Informal) | “I’m sorry to tell you that…” | “I’m sorry to tell you that the event has been canceled.” |
| Bad News (Formal) | “We regret to inform you that…” | “We regret to inform you that your flight has been canceled.” |
| Bad News (Formal, Personal) | “I regret to inform you that…” | “I regret to inform you that I cannot attend the conference.” |
Part 8: Refining Your Message
1. Be Clear and Direct
Don’t bury the news in vague language. State it clearly and directly.
Good News:
- ✅ “I’m happy to tell you that you got the job.”
- ❌ “Your application was among those we considered favorably.”
Bad News:
- ✅ “We regret to inform you that your application has not been successful.”
- ❌ “Your application is being held for further consideration.”
2. Show Empathy
Especially when delivering bad news, acknowledge the recipient’s feelings.
Bad News with Empathy:
- “We regret to inform you that your flight has been canceled. We understand this is inconvenient.”
- “I’m sorry to tell you that you did not pass the exam. I know this is disappointing.”
- “We regret to inform you that your order has been delayed. We sincerely apologize for the inconvenience.”
3. Offer Solutions or Next Steps
Whenever possible, provide solutions or guidance on what happens next.
Good News with Next Steps:
- “Your loan has been approved. The funds will be transferred within three business days.”
- “You’ve received a scholarship. Please review the attached document for enrollment instructions.”
Bad News with Next Steps:
- “Your flight has been canceled. We’ve rebooked you on the next available flight.”
- “Your order has been delayed. If you wish to cancel, please contact customer service.”
- “Your application has not been successful. We wish you every success in your future endeavors.”
4. Maintain Professional Tone
Even when delivering good news informally, maintain professionalism.
Informal but Professional:
- “I’m happy to tell you that you got the job! We’re thrilled to have you join the team.”
- “I’m sorry to tell you that we need to postpone the meeting. Let’s reschedule for next week.”
Part 9: Common Mistakes to Avoid
Mistake 1: Being Too Vague
❌ Incorrect: “I have some news for you. We’ll talk about it later.”
✅ Correct: “I’m happy to tell you that you got the job.”
Mistake 2: Burying the News
❌ Incorrect: “While we appreciate your application, and we considered many factors, we regret to inform you that we have decided to proceed with another candidate.”
✅ Correct: “We regret to inform you that your application has not been successful.”
Mistake 3: Using the Wrong Tone
❌ Incorrect: “Hey, I’ve got good news!” (Too casual for formal situations)
✅ Correct: “We are pleased to inform you that your application has been approved.”
Mistake 4: Forgetting Empathy
❌ Incorrect: “Your flight is canceled. Have a nice day.” (No empathy)
✅ Correct: “We regret to inform you that your flight has been canceled. We sincerely apologize for the inconvenience.”
Mistake 5: Not Providing Next Steps
❌ Incorrect: “We regret to inform you that your application has not been successful.” (No next steps)
✅ Correct: “We regret to inform you that your application has not been successful. We wish you every success in your future endeavors.”
Part 10: Summary Table
| Type | Formal | Informal |
|---|---|---|
| Good News | “We are pleased to inform you that…” | “I’m happy to tell you that…” |
| Good News (Enthusiastic) | “We are delighted to inform you that…” | “I’m happy to tell you that…” |
| Bad News | “We regret to inform you that…” | “I’m sorry to tell you that…” |
| Bad News (Personal) | “I regret to inform you that…” | “I’m sorry to tell you that…” |
Final Summary
| Concept | Rule |
|---|---|
| Good News (Informal) | I’m happy to tell you that [news]. |
| Good News (Formal) | We are pleased/delighted to inform you that [news]. |
| Bad News (Informal) | I’m sorry to tell you that [news]. |
| Bad News (Formal) | We regret to inform you that [news]. |
| Key to Success | Be direct, show empathy, and provide next steps. |
Put Your Skills Into Practice
Now that you’ve mastered the art of delivering good and bad news, it’s time to practice!
Your Challenge: Write two emails in the comments below:
- One email delivering good news (informal or formal)
- One email delivering bad news (informal or formal)
Examples:
- “I’m happy to tell you that you’ve been promoted to Senior Manager!”
- “We regret to inform you that the event has been postponed due to unforeseen circumstances.”
Want to continue improving your professional English? Explore our comprehensive courses at AdvancedEnglishLab.com, where we help learners build confidence in business communication.
Which of these frameworks was most helpful for you? Share in the comments below—I’d love to hear from you!
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