In professional communication, clarity and politeness go hand in hand. Phrases like “Please be informed” are commonly used in emails, memos, and official notices to alert the recipient about important information. However, relying solely on this expression can make correspondence appear repetitive, impersonal, or overly rigid. Mastering polite alternatives allows professionals to convey the same message with finesse, professionalism, and respect for the recipient.
Politeness in communication is crucial for maintaining good workplace relationships, ensuring smooth project coordination, and fostering trust with clients or colleagues. By choosing the right phrasing, you can deliver information clearly, respectfully, and contextually, whether in corporate emails, academic notifications, legal correspondence, or customer service updates.
🎓 Formal Alternatives for “Please Be Informed”
1. Kindly be informed
- Meaning: Polite, formal notification
- Explanation: Common in corporate emails and official letters
- Example: “Kindly be informed that the meeting has been rescheduled to 3 PM.”
- Best Use: Corporate communication, official notices
- Worst Use: Casual conversations
- Tone: Highly formal
2. Please note
- Meaning: Direct, professional notice
- Explanation: Often used in emails to highlight important information
- Example: “Please note that the deadline for submission is Friday, 5 PM.”
- Best Use: Emails, memos
- Worst Use: Friendly chats
- Tone: Formal
3. We would like to inform you
- Meaning: Polite and formal notification
- Explanation: Adds courtesy while delivering the information
- Example: “We would like to inform you that your application has been successfully processed.”
- Best Use: Client emails, formal letters
- Worst Use: Text messages or casual notes
- Tone: Formal
4. For your information
- Meaning: Neutral formal notice
- Explanation: Communicates information without requesting action
- Example: “For your information, the office will remain closed on Monday.”
- Best Use: Notices, memos
- Worst Use: Urgent action-required messages
- Tone: Formal
5. For your reference
- Meaning: Used to share information for future use
- Explanation: Often accompanies documents, reports, or guidelines
- Example: “Attached is the revised policy document for your reference.”
- Best Use: Reports, documents, attachments
- Worst Use: Casual chats
- Tone: Formal
6. Please take note
- Meaning: Direct polite instruction to acknowledge information
- Explanation: Common in corporate emails and internal communication
- Example: “Please take note that the new protocol is effective immediately.”
- Best Use: Corporate directives, memos
- Worst Use: Friendly or informal emails
- Tone: Formal
7. You are kindly informed
- Meaning: Extremely formal and polite notification
- Explanation: Typically used in legal, HR, or official announcements
- Example: “You are kindly informed that your leave request has been approved.”
- Best Use: Legal notices, HR communications
- Worst Use: Casual conversation
- Tone: Highly formal
8. Kindly take note
- Meaning: Polite instruction
- Explanation: Similar to “please take note,” but softer and more courteous
- Example: “Kindly take note that the project review meeting will start at 10 AM.”
- Best Use: Emails, notices
- Worst Use: Informal chats
- Tone: Formal
9. Please be advised
- Meaning: Professional notification
- Explanation: Often used for legal or policy-related communication
- Example: “Please be advised that your subscription will expire on 15th December.”
- Best Use: Legal, corporate, or official communications
- Worst Use: Casual emails
- Tone: Formal
10. Allow us to inform you
- Meaning: Polite introductory phrase
- Explanation: Adds courtesy, often used in client-facing communication
- Example: “Allow us to inform you that the delivery schedule has been updated.”
- Best Use: Customer emails, official letters
- Worst Use: Internal informal messages
- Tone: Formal
⚖️ Semi-Formal & Neutral Alternatives for “Please Be Informed”
1. For awareness
- Meaning: Polite, neutral notification
- Explanation: Suitable for internal emails or updates
- Example: “For awareness, the IT system will be down tonight.”
- Tone: Semi-formal
2. We would like to update you
- Meaning: Friendly yet professional notification
- Explanation: Communicates information politely without being rigid
- Example: “We would like to update you that the report has been finalized.”
- Tone: Semi-formal
3. This is to inform you
- Meaning: Standard semi-formal notice
- Explanation: Neutral phrase for emails or internal communication
- Example: “This is to inform you that the meeting room has been changed.”
- Tone: Semi-formal
4. For your kind information
- Meaning: Polite, neutral phrase
- Explanation: Adds courtesy to standard notifications
- Example: “For your kind information, the new guidelines are effective from Monday.”
- Tone: Semi-formal
5. Your attention is requested
- Meaning: Polite request for acknowledgment
- Explanation: Often used for reminders or action items
- Example: “Your attention is requested for the completion of the quarterly report.”
- Tone: Semi-formal
6. We wish to advise you
- Meaning: Polite suggestion/notification
- Explanation: Neutral tone, suitable for internal or client updates
- Example: “We wish to advise you that the training session will be postponed.”
- Tone: Semi-formal
7. We would like to highlight
- Meaning: Focused, semi-formal notice
- Explanation: Highlights a specific point for the recipient’s awareness
- Example: “We would like to highlight that the new compliance measures are mandatory.”
- Tone: Semi-formal
☕ Informal or Casual Alternatives
- Just to let you know – Friendly, casual updates
- FYI (For Your Information) – Abbreviated, casual
- Wanted to inform you – Soft, conversational tone
- Just a heads-up – Casual notification
- Quick update – Short, internal updates
🏢 Industry-Specific Variations
Business / Corporate:
- “Kindly take note that the quarterly meeting agenda has been finalized.”
- “Please be advised that the new company policy is effective immediately.”
Academic:
- “For your reference, the submission deadline for assignments is 15th December.”
- “We wish to notify you that the examination schedule has been updated.”
Customer Service:
- “Allow us to inform you that your order has been dispatched.”
- “For your information, your support ticket has been escalated.”
Legal:
- “Please be advised that the contract terms have been updated.”
- “You are kindly informed that the legal notice has been issued.”
Email Communication:
- “Kindly be informed that your account has been successfully activated.”
- “This is to inform you that your subscription will expire on 31st December.”
✉️ Professional Email Examples
Example 1 – Corporate Update
Subject: Project Timeline Update
Hi Team,
Kindly be informed that the project deadline has been moved to 20th December due to client requests.
Best regards,
Project Management Team
Example 2 – Customer Notification
Subject: Order Dispatch Notification
Dear Mr. Singh,
Allow us to inform you that your order #4523 has been dispatched and is expected to arrive by 12th December.
Sincerely,
Customer Service Team
Example 3 – Academic Notice
Subject: Assignment Deadline Reminder
Dear Students,
For your reference, the submission deadline for Assignment 3 has been extended to 18th December.
Regards,
Course Coordinator
Example 4 – Legal Communication
Subject: Contract Update
Dear Mr. Roberts,
Please be advised that the contract has been updated to include the revised terms discussed during our meeting.
Best regards,
Legal Department
Example 5 – Internal Corporate Memo
Subject: Meeting Room Change
Hi All,
Please note that the conference room for the 3 PM meeting has been changed to Room 405.
Thanks,
Admin Team
💬 Short Dialogue Examples
- A: “Has the deadline changed?”
B: “Kindly be informed that it is now extended to Friday.” - A: “Did the client approve the proposal?”
B: “For your reference, the client requested revisions before approval.” - A: “Will the office remain open tomorrow?”
B: “Please note that it will be closed for maintenance.” - A: “Is the report finalized?”
B: “We would like to inform you that the report has been submitted.” - A: “Have the tickets been sent?”
B: “Allow us to inform you that they have been dispatched today.”
📊 Comparison Table
| Phrase | Tone | Best Use | Example |
|---|---|---|---|
| Kindly be informed | Formal | Corporate, official notices | “Kindly be informed that the meeting has been rescheduled.” |
| Please note | Formal | Emails, memos | “Please note the submission deadline is Friday.” |
| We would like to inform you | Formal | Client emails, letters | “We would like to inform you your application is processed.” |
| For your reference | Semi-formal | Reports, attachments | “Attached is the revised policy for your reference.” |
| Just to let you know | Informal | Internal chat, casual updates | “Just to let you know, the coffee machine is out of order.” |
⚠️ Common Mistakes to Avoid
- Overusing “Please be informed” repeatedly
- Sounding too rigid or impersonal
- Using formal phrases in casual contexts
- Not giving enough context with the notice
- Failing to include actionable details when needed
- Overloading emails with multiple formal notifications
🚫 When NOT to Use This Phrase
- For trivial or casual messages
- In text messages or instant chats
- When urgency requires direct action
- When the recipient is already aware of the information
- For informal internal communication
❓ FAQs
- Is “Please be informed” formal enough?
Yes, but it can be repetitive; alternatives improve readability. - What is the best semi-formal alternative?
“For your reference” or “We would like to update you.” - Can these phrases be used with clients?
Absolutely, especially “Kindly be informed” or “Please be advised.” - Are there informal options for internal use?
Yes, e.g., “Just a heads-up” or “FYI.” - Which phrase is best for email attachments?
“For your reference” works best for documents and reports.
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