Introduction
First impressions matter—especially in professional writing. The phrase “I am writing to let you know” is polite, but it’s also very common and often overused. In modern emails, reports, and formal messages, how you open your communication can immediately signal clarity, confidence, and professionalism.
Using refined, polite alternatives helps your message feel intentional, respectful, and well-crafted. Whether you’re informing a client, updating a colleague, or following up on a task, the right opening line can elevate the entire message.
This guide explores 20 polished and professional alternatives, complete with explanations, examples, and usage tips—so you always sound clear, courteous, and credible.
When Should You Use These Alternatives?
Choosing the right opening depends on tone, relationship, and purpose. Here’s how to decide.
Formal Usage
Use highly professional phrases when communicating with:
- Clients or customers
- Senior management
- External partners
- Academic or official institutions
Semi-Formal Usage
Best for:
- Colleagues
- Team members
- New professional contacts
- Internal updates
Casual or Light Professional Usage
Suitable for:
- Familiar coworkers
- Friendly follow-ups
- Internal chats or messages
Example Situations
- Client update: Sharing a project status or change
- Workplace notice: Announcing policy or schedule updates
- Follow-up email: Confirming actions or decisions
- Professional reminder: Re-sharing important information
20 Polite Synonyms for “I Am Writing to Let You Know”
1. I am writing to inform you
Meaning: A clear, formal way to introduce important information.
Examples:
- I am writing to inform you of the updated timeline.
- I am writing to inform you about the recent changes.
- I am writing to inform you that the request has been approved.
- I am writing to inform you of our decision.
- I am writing to inform you regarding the next steps.
Why it works: Direct, professional, and universally accepted.
2. I would like to inform you
Meaning: Polite and slightly softer than direct statements.
Examples:
- I would like to inform you about the meeting schedule.
- I would like to inform you that your application was received.
- I would like to inform you of the progress made.
- I would like to inform you regarding the update.
- I would like to inform you of a minor delay.
Why it works: Shows courtesy while remaining clear.
3. I am pleased to inform you
Meaning: Used when sharing positive or welcome news.
Examples:
- I am pleased to inform you that your request was approved.
- I am pleased to inform you of the successful outcome.
- I am pleased to inform you that the issue is resolved.
- I am pleased to inform you about the promotion.
- I am pleased to inform you of our acceptance.
Why it works: Adds warmth and positivity.
4. I am reaching out to inform you
Meaning: Modern and professional, slightly conversational.
Examples:
- I am reaching out to inform you of an update.
- I am reaching out to inform you about the new policy.
- I am reaching out to inform you regarding your inquiry.
- I am reaching out to inform you of the schedule change.
- I am reaching out to inform you about next steps.
Why it works: Sounds current and approachable.
5. I wanted to inform you
Meaning: Polite and less rigid, good for semi-formal emails.
Examples:
- I wanted to inform you about the status update.
- I wanted to inform you that the file was sent.
- I wanted to inform you of a small change.
- I wanted to inform you regarding the deadline.
- I wanted to inform you about today’s discussion.
Why it works: Friendly without losing professionalism.
6. Please be advised that
Meaning: Formal and authoritative; often used in official notices.
Examples:
- Please be advised that the office will be closed.
- Please be advised that changes have been implemented.
- Please be advised that the policy is effective immediately.
- Please be advised that approval is required.
- Please be advised that the deadline has shifted.
Why it works: Clear, firm, and professional.
7. I wish to inform you
Meaning: Traditional and formal tone.
Examples:
- I wish to inform you of the upcoming review.
- I wish to inform you that the process has begun.
- I wish to inform you regarding the decision.
- I wish to inform you of the revised terms.
- I wish to inform you about the schedule.
Why it works: Sounds respectful and official.
8. I am contacting you to inform you
Meaning: Neutral and professional, good for formal emails.
Examples:
- I am contacting you to inform you of the update.
- I am contacting you to inform you about the delay.
- I am contacting you to inform you regarding your request.
- I am contacting you to inform you of the outcome.
- I am contacting you to inform you about the next phase.
Why it works: Clear intent and professional tone.
9. I would like to bring to your attention
Meaning: Used when highlighting something important.
Examples:
- I would like to bring to your attention a key issue.
- I would like to bring to your attention the attached document.
- I would like to bring to your attention a recent update.
- I would like to bring to your attention a deadline.
- I would like to bring to your attention a concern.
Why it works: Emphasizes importance without sounding abrupt.
10. I am writing to advise you
Meaning: Often used for guidance or recommendations.
Examples:
- I am writing to advise you of a policy change.
- I am writing to advise you regarding next steps.
- I am writing to advise you on best practices.
- I am writing to advise you of the procedure.
- I am writing to advise you about compliance.
Why it works: Professional and instructional.
11. This message is to inform you
Meaning: Straightforward and neutral.
Examples:
- This message is to inform you of the update.
- This message is to inform you that access is granted.
- This message is to inform you about the revision.
- This message is to inform you of the outcome.
- This message is to inform you about the meeting.
Why it works: Clear and efficient.
12. I am writing to update you
Meaning: Best when sharing progress or changes.
Examples:
- I am writing to update you on the project.
- I am writing to update you regarding the timeline.
- I am writing to update you about recent developments.
- I am writing to update you on our discussion.
- I am writing to update you about next steps.
Why it works: Focuses on continuity.
13. I wanted to share that
Meaning: Softer and more conversational.
Examples:
- I wanted to share that the task is complete.
- I wanted to share that the meeting is rescheduled.
- I wanted to share that progress has been made.
- I wanted to share that approval was granted.
- I wanted to share that we’ve moved forward.
Why it works: Friendly and modern.
14. I am writing to notify you
Meaning: Formal and precise.
Examples:
- I am writing to notify you of the change.
- I am writing to notify you that action is required.
- I am writing to notify you about the update.
- I am writing to notify you of the deadline.
- I am writing to notify you of approval.
Why it works: Clear and official.
15. I would like to notify you
Meaning: Polite version of formal notification.
Examples:
- I would like to notify you of the update.
- I would like to notify you that access is granted.
- I would like to notify you about the policy.
- I would like to notify you of the change.
- I would like to notify you regarding scheduling.
Why it works: Balanced and respectful.
16. I am writing to share an update
Meaning: Professional and neutral.
Examples:
- I am writing to share an update on the project.
- I am writing to share an update regarding timelines.
- I am writing to share an update about progress.
- I am writing to share an update from the meeting.
- I am writing to share an update on decisions.
Why it works: Clear and context-friendly.
17. I wanted to let you know
Meaning: Semi-formal and commonly used internally.
Examples:
- I wanted to let you know the file was sent.
- I wanted to let you know the task is complete.
- I wanted to let you know about the update.
- I wanted to let you know the issue is resolved.
- I wanted to let you know about tomorrow’s meeting.
Why it works: Natural and approachable.
18. I am writing regarding
Meaning: Concise and professional opener.
Examples:
- I am writing regarding the recent update.
- I am writing regarding your request.
- I am writing regarding the proposal.
- I am writing regarding next steps.
- I am writing regarding the schedule.
Why it works: Clean and efficient.
19. I am reaching out to update you
Meaning: Modern and friendly professional tone.
Examples:
- I am reaching out to update you on progress.
- I am reaching out to update you regarding changes.
- I am reaching out to update you about the plan.
- I am reaching out to update you on our discussion.
- I am reaching out to update you about timelines.
Why it works: Contemporary and warm.
20. I would like to share an update
Meaning: Polite and collaborative.
Examples:
- I would like to share an update on the project.
- I would like to share an update regarding developments.
- I would like to share an update from today’s meeting.
- I would like to share an update about progress.
- I would like to share an update on next steps.
Why it works: Encourages open communication.
Consideration: How to Choose the Right Phrase
When selecting the best alternative, consider the following:
- Tone: Formal, semi-formal, or relaxed
- Audience: Client, manager, colleague, or team
- Urgency: Immediate notice vs general update
- Context: Information, instruction, or positive news
- Medium: Email, message, report, or notice
Mini Examples
- Client email: “I am writing to inform you…”
- Team update: “I wanted to let you know…”
- Policy notice: “Please be advised that…”
Quick One-Line Templates
- I am writing to inform you of the update.
- Please be advised that changes have been made.
- I would like to share an update on progress.
- I am reaching out to inform you of next steps.
- I wanted to let you know the task is complete.
- I am writing regarding your recent request.
- I am pleased to inform you of the outcome.
- I would like to bring this to your attention.
- I am contacting you to inform you of the change.
- I am writing to update you on the situation.
Common Mistakes to Avoid
- Overusing the same opening in every email
- Sounding too casual in formal communication
- Being vague about the purpose of the message
- Using outdated or overly stiff language
- Forgetting to match tone with the audience
FAQ
1. Is “I am writing to let you know” still correct?
Yes, but alternatives can sound more polished and engaging.
2. Which phrase is best for formal emails?
“I am writing to inform you” or “Please be advised that.”
3. Which option sounds more friendly?
“I wanted to let you know” or “I am reaching out to update you.”
4. Can these be used in business emails?
Absolutely. All are professional and appropriate.
5. Should I vary my opening lines?
Yes—variation improves clarity and reader engagement.
Conclusion
Your opening line sets the tone for everything that follows. By replacing “I am writing to let you know” with more polished, intentional alternatives, you instantly elevate your communication and strengthen professional credibility.
Choose phrases that fit your audience, purpose, and tone—and your writing will sound confident, modern, and effective.
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