In professional email communication, the phrase “please be advised” is widely used to introduce important information. However, it often sounds formal, stiff, or even impersonal, especially in modern workplace communication where tone matters as much as clarity. When overused or misused, it can come across as directive rather than courteous—something professionals increasingly try to avoid.
This article explores polite ways to say “please be advised” in an email that preserve professionalism while sounding more considerate, clear, and reader-friendly. Whether you’re writing to clients, colleagues, executives, or external partners, choosing the right alternative helps ensure your message is received positively and aligned with today’s communication standards.
⚡ Quick List: Alternatives to “Please Be Advised”
- Please note that
- Kindly note that
- For your information
- We would like to inform you that
- Please be aware that
- Just a heads-up that
- This is to inform you that
- We would like to bring to your attention
- Please take note that
- I would like to inform you that
- Please be informed that
- Please note the following
- For your awareness
- Kindly be aware that
- We wish to advise that
- Please be advised accordingly
- Please consider the following
- This email is to notify you that
- I wanted to let you know that
- Just to let you know
- We wish to inform you
- Please keep in mind that
- Please note for your records
- I’d like to make you aware that
- This serves as a notice that
- We are writing to inform you that
- Please be aware of the following
- Kindly note the following update
- Please note the details below
- I’m writing to inform you that
🎩 Formal Alternatives (Professional & Authoritative)
Formal alternatives are best for corporate communication, legal notices, executive emails, and official announcements where clarity and authority are essential.
1. Please note that
- Meaning: Draws attention to important information
- Explanation: A neutral, widely accepted formal alternative
- Example: “Please note that the deadline has been revised.”
- Best Use: Corporate emails, announcements
- Worst Use: Very casual conversations
- Tone: Formal, neutral
2. Kindly note that
- Meaning: Polite request to acknowledge information
- Explanation: Slightly more courteous than “please note”
- Example: “Kindly note that access will be restricted tomorrow.”
- Best Use: Professional correspondence
- Worst Use: Informal team chats
- Tone: Formal, courteous
3. We would like to inform you that
- Meaning: Officially conveys information
- Explanation: Structured and professional
- Example: “We would like to inform you that the policy has changed.”
- Best Use: Corporate announcements
- Worst Use: Short internal emails
- Tone: Formal
4. Please be informed that
- Meaning: Introduces factual or official information
- Explanation: Common in legal and administrative writing
- Example: “Please be informed that your request has been approved.”
- Best Use: Administrative notices
- Worst Use: Friendly communication
- Tone: Formal, authoritative
5. We wish to advise that
- Meaning: Provides guidance or notification
- Explanation: Traditional and professional
- Example: “We wish to advise that processing may take five business days.”
- Best Use: Client or legal communication
- Worst Use: Informal emails
- Tone: Formal
6. This is to inform you that
- Meaning: States the purpose of the email clearly
- Explanation: Direct and commonly accepted
- Example: “This is to inform you that the meeting has been rescheduled.”
- Best Use: Notices and updates
- Worst Use: Conversational messages
- Tone: Formal
7. Please take note that
- Meaning: Requests attention to key information
- Explanation: Slightly directive but professional
- Example: “Please take note that submissions close Friday.”
- Best Use: Instructions
- Worst Use: Sensitive messages
- Tone: Formal
8. We would like to bring to your attention
- Meaning: Highlights important matters
- Explanation: Polite and explanatory
- Example: “We would like to bring to your attention the updated guidelines.”
- Best Use: Corporate updates
- Worst Use: Urgent alerts
- Tone: Formal, polite
9. Please note for your records
- Meaning: Indicates information for documentation
- Explanation: Often used in finance or admin emails
- Example: “Please note for your records that payment was received.”
- Best Use: Accounting, HR
- Worst Use: Casual emails
- Tone: Formal
10. This serves as notice that
- Meaning: Official notification
- Explanation: Legal or compliance-oriented
- Example: “This serves as notice that your contract expires June 30.”
- Best Use: Legal communication
- Worst Use: Friendly emails
- Tone: Formal, firm
11. We are writing to inform you that
- Meaning: Clearly states intent
- Explanation: Professional and structured
- Example: “We are writing to inform you that the system will be offline.”
- Best Use: Corporate announcements
- Worst Use: Brief updates
- Tone: Formal
12. Please consider the following
- Meaning: Invites attention to details
- Explanation: Slightly softer than directive phrases
- Example: “Please consider the following information.”
- Best Use: Proposals, recommendations
- Worst Use: Emergency alerts
- Tone: Formal, measured
🤝 Semi-Formal & Neutral Alternatives (Polite & Approachable)
These alternatives work well for internal teams, clients, and cross-functional communication where professionalism and warmth should be balanced.
1. Please be aware that
- Meaning: Alerts the reader to information
- Explanation: Softer and more conversational
- Example: “Please be aware that delivery may be delayed.”
- Best Use: Client communication
- Worst Use: Legal notices
- Tone: Neutral
2. For your information
- Meaning: Shares information without requiring action
- Explanation: Informative and non-directive
- Example: “For your information, the report is attached.”
- Best Use: Internal updates
- Worst Use: Instructions
- Tone: Neutral
3. I would like to inform you that
- Meaning: Personal yet professional
- Explanation: Suitable for one-to-one emails
- Example: “I would like to inform you that your request is approved.”
- Best Use: Direct emails
- Worst Use: Mass announcements
- Tone: Semi-formal
4. Just a heads-up that
- Meaning: Informal alert
- Explanation: Friendly and modern
- Example: “Just a heads-up that the system will be down tonight.”
- Best Use: Team emails
- Worst Use: Formal notices
- Tone: Neutral-friendly
5. I wanted to let you know that
- Meaning: Gentle way to share info
- Explanation: Polite and conversational
- Example: “I wanted to let you know that the meeting is confirmed.”
- Best Use: Colleagues, clients
- Worst Use: Legal communication
- Tone: Semi-formal
6. For your awareness
- Meaning: Provides background info
- Explanation: Non-intrusive phrasing
- Example: “For your awareness, the policy has been updated.”
- Best Use: Informational emails
- Worst Use: Urgent instructions
- Tone: Neutral
7. Please keep in mind that
- Meaning: Reminds the reader
- Explanation: Polite and indirect
- Example: “Please keep in mind that deadlines may change.”
- Best Use: Guidance emails
- Worst Use: Official notices
- Tone: Neutral
8. I’d like to make you aware that
- Meaning: Polite information sharing
- Explanation: Balanced and respectful
- Example: “I’d like to make you aware that resources are limited.”
- Best Use: Professional updates
- Worst Use: Legal communication
- Tone: Semi-formal
9. This email is to notify you that
- Meaning: Clarifies purpose
- Explanation: Clear but less rigid
- Example: “This email is to notify you that access has been granted.”
- Best Use: Email notices
- Worst Use: Casual chats
- Tone: Neutral
10. Please note the following
- Meaning: Introduces listed information
- Explanation: Common and clear
- Example: “Please note the following updates.”
- Best Use: Bullet-point emails
- Worst Use: Informal contexts
- Tone: Neutral
11. Kindly be aware that
- Meaning: Polite alert
- Explanation: Slightly more courteous
- Example: “Kindly be aware that schedules may change.”
- Best Use: Client communication
- Worst Use: Casual messaging
- Tone: Semi-formal
12. Please note the details below
- Meaning: Directs attention downward
- Explanation: Clear and reader-friendly
- Example: “Please note the details below for reference.”
- Best Use: Informational emails
- Worst Use: Conversational writing
- Tone: Neutral
😊 Informal or Casual Alternatives
- Just letting you know that
- FYI
- Wanted to flag that
- Thought you should know
- Sharing this update with you
- Quick note to say
- Heads-up
🏢 Industry-Specific Variations
Business
- “Please note that the terms have been updated.”
Corporate
- “We would like to inform you of the following update.”
Academic
- “Please be aware that submission guidelines have changed.”
Customer Service
- “Just a heads-up that your request is being processed.”
Legal
- “This serves as notice that the agreement has been amended.”
Email Communication
- “For your information, the details are below.”
📧 Email Examples (Very Important)
1. Subject: Schedule Update
Hi Team,
Please note that tomorrow’s meeting has been rescheduled to 3 PM.
Best regards,
Laura
2. Subject: System Maintenance Notice
Dear Client,
We would like to inform you that system maintenance is scheduled for tonight.
Sincerely,
IT Support
3. Subject: Policy Update
Hello,
For your awareness, the updated policy document is attached.
Kind regards,
HR Team
4. Subject: Access Granted
Hi James,
I wanted to let you know that your access request has been approved.
Thanks,
Anna
5. Subject: Important Reminder
Dear Students,
Please be aware that the deadline is approaching.
Best,
Admissions Office
🗣️ Short Dialogue Examples
- A: “Any changes I should know about?”
B: “Please note that the timeline has shifted.” - A: “Why is the system slow?”
B: “Just a heads-up that maintenance is ongoing.” - A: “Is the policy final?”
B: “For your awareness, revisions are still underway.” - A: “What’s this email about?”
B: “This is to inform you that access has been restored.” - A: “Anything else?”
B: “Please keep in mind that approvals may take time.”
📊 Comparison Table
| Phrase | Tone | Best Use | Example |
|---|---|---|---|
| Please note that | Formal | Corporate announcements | “Please note that the deadline has changed.” |
| We would like to inform you that | Formal | Official notices | “We would like to inform you that the policy was updated.” |
| Please be aware that | Neutral | Client emails | “Please be aware that delays may occur.” |
| For your information | Neutral | Internal updates | “For your information, the report is attached.” |
| Just a heads-up that | Informal | Team communication | “Just a heads-up that the system is offline.” |
⚠️ Common Mistakes to Avoid
- Overusing “please be advised”
- Sounding overly authoritative
- Ignoring audience and context
- Using informal phrases in legal emails
- Being vague about key information
- Adding unnecessary filler phrases
- Using long, complex sentences
🚫 When NOT to Use These Phrases
- When empathy is required
- In urgent emergencies (be direct instead)
- When the reader already knows
- In overly casual conversations
- When legal clarity is required but tone is softened
❓ FAQs
1. Is “please be advised” rude?
Not rude, but often too formal or impersonal.
2. What’s the best polite alternative?
“Please note that” or “Please be aware that.”
3. Can I use informal alternatives at work?
Yes, for internal or team communication.
4. Is “FYI” professional?
Only in informal or internal contexts.
5. Should I avoid “please be advised” in modern emails?
Often yes—clearer, friendlier alternatives are preferred.
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