Clear, polished, and professional communication is one of the most essential skills in today’s workplace—whether you’re emailing clients, informing colleagues of updates, or delivering important announcements. While the phrase “This is to inform you” is widely used, it can often sound overly stiff, repetitive, or outdated when used too frequently.
This guide provides professional, semi-formal, and informal synonyms, complete with meanings, explanations, examples, email templates, dialogues, and an industry-specific breakdown. You’ll also learn common mistakes to avoid and when not to use this phrase—ensuring your writing stays polished, thoughtful, and aligned with modern professional standards.
🏛️ Formal Alternatives (With Full Explanations)
1. Please be advised that
Meaning: A formal way to deliver important or official information.
Best Use: Corporate notices, HR updates, policy messages.
Worst Use: Casual conversations.
Tone: Highly formal.
Example: “Please be advised that the compliance training has been rescheduled to March 8.”
2. Kindly note that
Meaning: Polite alert directing attention to a specific detail.
Best Use: Emails requiring attention to deadlines, rules, or instructions.
Worst Use: Urgent warnings.
Example: “Kindly note that the new login credentials must be used starting Monday.”
3. We would like to inform you that
Meaning: Softened corporate phrasing for formal announcements.
Best Use: Company-wide updates, client notices.
Worst Use: Very brief messages.
Example: “We would like to inform you that your request has been approved.”
4. This email serves to notify you that
Meaning: Official phrasing for documentation and clarity.
Best Use: Legal-related or administrative communication.
Worst Use: Everyday team chat.
Example: “This email serves to notify you that your account will undergo review.”
5. Please be informed that
Meaning: Direct notification of necessary information.
Best Use: Formal reports, procedures, policy changes.
Worst Use: Friendly messages.
Example: “Please be informed that the system will be offline tonight at 10 PM.”
6. You are hereby informed that
Meaning: Authoritative and official notification.
Best Use: Legal documents, official warnings, HR administration.
Worst Use: Regular workplace updates.
Example: “You are hereby informed that your leave request has been processed.”
7. This is to bring to your attention
Meaning: Highlights important issues requiring awareness.
Best Use: Problem reporting, clarification emails.
Worst Use: Short notices.
Example: “This is to bring to your attention that several invoices remain unpaid.”
8. Allow me to inform you that
Meaning: Polite, respectful phrasing.
Best Use: Client-facing communication.
Worst Use: High-urgency messages.
Example: “Allow me to inform you that the documents have been finalized.”
9. It is important to note that
Meaning: Emphasizes the significance of a detail.
Best Use: Training content, policy reminders.
Worst Use: Trivial updates.
Example: “It is important to note that the platform will no longer support older versions.”
10. This is an official notice that
Meaning: Strong, formal announcement with authority.
Best Use: HR notices, legal updates, disciplinary actions.
Worst Use: Simple reminders.
Example: “This is an official notice that your membership has been extended.”
🧭 Semi-Formal & Neutral Alternatives
1. I’m writing to let you know that
Meaning: Friendly yet professional notification.
Best Use: Updates to colleagues, managers, or clients.
Worst Use: Legal notices.
Example: “I’m writing to let you know that the project is ahead of schedule.”
2. We want to update you that
Meaning: Straightforward update.
Best Use: Project management, product updates.
Worst Use: High-stakes communication.
Example: “We want to update you that testing will begin tomorrow.”
3. I want to make you aware that
Meaning: Informing someone of an issue or detail.
Best Use: Risk alerts, clarifications.
Worst Use: Positive announcements.
Example: “I want to make you aware that we identified a minor error in the report.”
4. For your awareness,
Meaning: Softens the message while providing context.
Best Use: FYI updates, non-urgent information.
Worst Use: Mandatory actions.
Example: “For your awareness, the schedule will shift slightly next week.”
5. Please note the following
Meaning: Draws the reader’s attention to key points.
Best Use: Instructions, operational updates.
Worst Use: Casual messages.
Example: “Please note the following: IDs must be presented at check-in.”
6. This serves as an update that
Meaning: Announces new or changed information.
Best Use: Team announcements, project updates.
Worst Use: Personal communication.
Example: “This serves as an update that the vendor selection has been completed.”
7. I am writing to update you that
Meaning: A polite way to notify about progress or changes.
Best Use: Project emails, status updates.
Worst Use: Direct instructions.
Example: “I’m writing to update you that we’ve completed the first milestone.”
8. As a reminder,
Meaning: Reiterating previously-shared information.
Best Use: Deadlines, meetings, important tasks.
Worst Use: First-time announcements.
Example: “As a reminder, the meeting begins at 2 PM.”
9. We want to highlight that
Meaning: Emphasizes an important detail.
Best Use: Training, guidelines, product changes.
Worst Use: Informal chats.
Example: “We want to highlight that the new policy is now in effect.”
10. Please take note that
Meaning: Semi-formal directive to pay attention.
Best Use: Shared instructions, important updates.
Worst Use: Soft, sensitive messaging.
Example: “Please take note that all submissions must be completed by Friday.”
💬 Informal or Casual Alternatives
Useful for internal team chats, Slack, or everyday communication.
- Just a heads-up
- FYI
- Wanted to let you know
- Quick note to say
- Just so you’re aware
- Sharing this update with you
- Just letting you know
🏢 Industry-Specific Variations
Business
- “We’d like to update you on the status of your order…”
Corporate
- “Please be advised that the quarterly review will begin next week.”
Academic
- “Kindly note that your submission has been received.”
Customer Service
- “I’m writing to let you know that your ticket has been resolved.”
Legal
- “You are hereby informed that the terms have been updated.”
Email Communication
- “For your awareness, the new guidelines are attached.”
📩 Professional Email Examples
Email 1 — Formal
Subject: Policy Update
Dear Team,
Please be advised that the revised attendance policy will take effect on April 1.
Regards,
Karen
Email 2 — Semi-Formal
Subject: Project Timeline Update
Hi Mark,
I’m writing to let you know that the client approved the revised schedule.
Best,
Laura
Email 3 — Client Communication
Subject: Service Availability Notice
Dear Client,
Kindly note that maintenance will occur this Saturday from 2–4 AM.
Sincerely,
Support Team
Email 4 — HR Notice
Subject: Document Submission Reminder
Hello,
As a reminder, all onboarding documents are due by Friday.
Thank you,
HR Department
Email 5 — Important Announcement
Subject: System Downtime
Team,
This email serves to notify you that the server will undergo updates tonight.
Regards,
IT
🗣️ Short Dialogue Examples
A: “Is the report accepted?”
B: “Yes—just to update you, the manager approved it.”
A: “When will the portal reopen?”
B: “For your awareness, it’ll be available by 3 PM.”
A: “Any news on the audit?”
B: “Please be advised that it starts tomorrow.”
A: “Did they respond?”
B: “I’m writing to let you know—yes, they confirmed.”
A: “Has the schedule changed?”
B: “Please note that the meeting is now at 10.”
📊 Comparison Table
| Phrase | Tone | Best Use | Example |
|---|---|---|---|
| Please be advised that | Formal | Corporate notices | “Please be advised that training is mandatory.” |
| Kindly note that | Formal/Polite | Instructions | “Kindly note that IDs are required.” |
| I’m writing to let you know | Semi-formal | General updates | “I’m writing to let you know about the change.” |
| For your awareness | Neutral | FYI messages | “For your awareness, the file is updated.” |
| Just a heads-up | Casual | Internal chat | “Heads-up—the link is live.” |
⚠️ Common Mistakes to Avoid
- Using overly stiff phrasing for simple updates
- Sounding accusatory or overly authoritative
- Repeating the same phrase in multiple emails
- Not clearly stating what the reader needs to do
- Overloading the message with unnecessary details
- Using formal phrases in friendly, casual contexts
🚫 When NOT to Use These Phrases
- When immediate action is required (use direct instructions instead)
- When the message is extremely short
- When the relationship is informal
- When the recipient already knows the information
- When using the phrase would add unnecessary formality
❓ FAQs
1. Is “This is to inform you” outdated?
Somewhat—it’s still acceptable but can sound stiff or overly formal.
2. What’s the best professional alternative?
“Please be advised that” or “Kindly note that.”
3. What should I use in emails?
Semi-formal options like “I’m writing to let you know…” work well.
4. Can I use these phrases with clients?
Yes—especially the formal and semi-formal alternatives.
5. What’s the softest, most polite version?
“For your awareness,” or “Kindly note that.”
6. Is “Please be informed” too direct?
It can be depending on context—avoid in sensitive communication.
7. Which phrase works best for announcements?
“This email serves to notify you that…”
DISCOVER MORE IDEAS
43+ Professional Alternatives to “It Was Nice Talking to You” (With Examples)
45+ Best Alternatives to “Please Let Me Know If I Can Be of Any Help”
