Introduction
In professional communication, how you share information can be just as important as what you share. The phrase “please be informed” is common, but it can sometimes sound rigid, outdated, or overly authoritative if used repeatedly. Choosing a more polite, refined alternative helps you sound respectful, clear, and professional while maintaining a positive tone.
This comprehensive guide explores 20+ polite and professional alternatives to “please be informed.” Each option includes clear explanations, multiple examples, and practical guidance so you can confidently choose the right phrase for emails, reports, notices, and everyday workplace communication.
When Should You Use These Alternatives?
Selecting the right alternative depends on context, audience, and tone. Here’s how to decide:
Formal Situations
Use polished, neutral expressions when communicating with:
- Clients or customers
- Senior management
- External stakeholders
- Legal, academic, or official audiences
Semi-Formal Situations
Use balanced, courteous phrases when writing to:
- Colleagues
- Cross-functional teams
- Business partners
- Vendors or service providers
Casual or Light Professional Situations
Use softer, friendly alternatives for:
- Internal team updates
- Workplace chats
- Familiar coworkers
Situational Examples
- Client notification: “Kindly note that the delivery schedule has been updated.”
- Internal update: “Please note that tomorrow’s meeting starts at 10 a.m.”
- Policy notice: “We would like to inform you of recent policy changes.”
- Project communication: “For your information, the deadline has been extended.”
20+ Polite Ways to Say “Please Be Informed”
Below are 20 professional alternatives, each with meaning, examples, and a brief explanation of why it works.
1. Please note that
Meaning: A polite, widely accepted way to draw attention to important information.
Examples:
• Please note that the office will be closed on Friday.
• Please note that the deadline has been revised.
• Please note that this policy applies immediately.
• Please note that approval is required before proceeding.
• Please note that the schedule may change.
Why it works: Neutral, professional, and suitable for almost all contexts.
2. Kindly note that
Meaning: A slightly more courteous version of “please note.”
Examples:
• Kindly note that payment is due by month-end.
• Kindly note that the document has been updated.
• Kindly note that access will be restricted.
• Kindly note that prior approval is mandatory.
• Kindly note that changes may occur.
Why it works: Sounds polite and respectful without being overly formal.
3. Please be advised that
Meaning: Formal phrasing often used for official or legal communication.
Examples:
• Please be advised that system maintenance is scheduled.
• Please be advised that delays may occur.
• Please be advised that this notice is effective immediately.
• Please be advised that additional documentation is required.
• Please be advised that the policy has changed.
Why it works: Clear, authoritative, and professional.
4. We would like to inform you that
Meaning: Polite and explanatory, suitable for formal notifications.
Examples:
• We would like to inform you that your request has been approved.
• We would like to inform you that the meeting is postponed.
• We would like to inform you that changes have been implemented.
• We would like to inform you that the service will resume tomorrow.
• We would like to inform you that registration is now open.
Why it works: Courteous and transparent.
5. For your information
Meaning: Used when sharing non-urgent or reference information.
Examples:
• For your information, the report has been finalized.
• For your information, the office hours remain unchanged.
• For your information, the file has been uploaded.
• For your information, no action is required at this time.
• For your information, the issue has been resolved.
Why it works: Informative without sounding demanding.
6. This is to inform you that
Meaning: Traditional and formal, often used in notices.
Examples:
• This is to inform you that the policy has been updated.
• This is to inform you that your application was approved.
• This is to inform you that the deadline has passed.
• This is to inform you that services will be unavailable.
• This is to inform you that further action is required.
Why it works: Clear and authoritative.
7. Please be aware that
Meaning: Highlights information that requires attention.
Examples:
• Please be aware that access is limited.
• Please be aware that changes may affect delivery.
• Please be aware that approval is pending.
• Please be aware that deadlines are strict.
• Please be aware that guidelines must be followed.
Why it works: Emphasizes importance without sounding harsh.
8. We wish to inform you that
Meaning: Polite and slightly formal alternative.
Examples:
• We wish to inform you that the event is rescheduled.
• We wish to inform you that services are restored.
• We wish to inform you that your feedback was received.
• We wish to inform you that changes are effective today.
• We wish to inform you that registration is complete.
Why it works: Professional and courteous.
9. Kindly be advised that
Meaning: Formal and respectful notification.
Examples:
• Kindly be advised that approval is required.
• Kindly be advised that delays are expected.
• Kindly be advised that procedures have changed.
• Kindly be advised that this notice is confidential.
• Kindly be advised that compliance is mandatory.
Why it works: Polite yet authoritative.
10. Please be informed accordingly
Meaning: Often used in official confirmations or summaries.
Examples:
• Please be informed accordingly of the updated schedule.
• Please be informed accordingly of the revised policy.
• Please be informed accordingly of management’s decision.
• Please be informed accordingly of the new guidelines.
• Please be informed accordingly for future reference.
Why it works: Formal and conclusive.
11. We would like to bring to your attention
Meaning: Draws focus to important information.
Examples:
• We would like to bring to your attention the revised timeline.
• We would like to bring to your attention a policy update.
• We would like to bring to your attention pending items.
• We would like to bring to your attention recent changes.
• We would like to bring to your attention the attached document.
Why it works: Polite and engaging.
12. Please take note that
Meaning: Slightly directive but still professional.
Examples:
• Please take note that approvals are pending.
• Please take note that deadlines are final.
• Please take note that changes apply immediately.
• Please take note that access is restricted.
• Please take note that requirements have changed.
Why it works: Direct without sounding aggressive.
13. We would like to notify you that
Meaning: Suitable for formal announcements.
Examples:
• We would like to notify you that maintenance is scheduled.
• We would like to notify you that your request was processed.
• We would like to notify you that the policy is effective today.
• We would like to notify you that changes have been approved.
• We would like to notify you that services will resume shortly.
Why it works: Clear and professional.
14. Please be mindful that
Meaning: Encourages awareness and consideration.
Examples:
• Please be mindful that deadlines are approaching.
• Please be mindful that resources are limited.
• Please be mindful that policies must be followed.
• Please be mindful that changes may occur.
• Please be mindful that approval is required.
Why it works: Polite and considerate.
15. We would like to make you aware that
Meaning: Friendly yet professional alternative.
Examples:
• We would like to make you aware that updates are available.
• We would like to make you aware that the system is live.
• We would like to make you aware that schedules may change.
• We would like to make you aware that feedback is pending.
• We would like to make you aware that action may be required.
Why it works: Approachable and respectful.
16. Please note the following
Meaning: Introduces a list or key points.
Examples:
• Please note the following changes to the schedule.
• Please note the following requirements.
• Please note the following instructions.
• Please note the following updates.
• Please note the following details carefully.
Why it works: Clear and structured.
17. This serves to inform you that
Meaning: Formal, often used in official notices.
Examples:
• This serves to inform you that your request is approved.
• This serves to inform you that the policy is revised.
• This serves to inform you that access is revoked.
• This serves to inform you that services are suspended.
• This serves to inform you that action is required.
Why it works: Precise and authoritative.
18. For your awareness
Meaning: Softer, informational tone.
Examples:
• For your awareness, the document has been updated.
• For your awareness, timelines remain unchanged.
• For your awareness, no response is needed.
• For your awareness, the issue is resolved.
• For your awareness, changes may follow.
Why it works: Calm and non-intrusive.
19. Please be informed that
Meaning: Standard formal phrasing for notifications.
Examples:
• Please be informed that access is restricted.
• Please be informed that updates are effective immediately.
• Please be informed that approval is pending.
• Please be informed that deadlines are final.
• Please be informed that changes apply company-wide.
Why it works: Clear and professional.
20. We would like to update you on
Meaning: Ideal for progress or status updates.
Examples:
• We would like to update you on project progress.
• We would like to update you on recent changes.
• We would like to update you on the current status.
• We would like to update you on next steps.
• We would like to update you on ongoing developments.
Why it works: Engaging and collaborative.
Consideration: How to Choose the Right Phrase
When selecting an alternative, consider the following:
- Tone: Formal vs. conversational
- Audience: Client, manager, peer, or team
- Urgency: Immediate action or general awareness
- Context: Policy, update, request, or reminder
- Medium: Email, report, notice, or chat
Mini Examples
- Client email: “Please be advised that the policy has changed.”
- Team update: “For your information, the file has been uploaded.”
- Management notice: “This serves to inform you that approval is required.”
Quick One-Line Templates
- Please note that the schedule has been updated.
- Kindly be advised that access is restricted.
- For your information, no action is required.
- We would like to inform you of recent changes.
- Please be aware that deadlines are approaching.
- This serves to inform you that approval is pending.
- For your awareness, the issue has been resolved.
- Please take note of the following updates.
- We would like to bring to your attention the revised policy.
- Kindly note that requirements have changed.
Common Mistakes to Avoid
- Using overly formal phrases in casual internal messages
- Repeating the same phrase in every email
- Sounding commanding instead of courteous
- Providing no context after the phrase
- Using outdated or stiff language unnecessarily
FAQ
1. Is “please be informed” still professional?
Yes, but it can sound rigid if overused.
2. What is the most polite alternative?
“Kindly note that” or “We would like to inform you that.”
3. Which phrase is best for legal or official notices?
“Please be advised that” or “This serves to inform you that.”
4. What works best for internal communication?
“For your information” or “Please note that.”
5. Can these phrases be used in emails and reports?
Yes, most are suitable for both.
6. How can I sound polite without being wordy?
Use concise phrases like “Please note that” or “For your awareness.”
Conclusion
Replacing “please be informed” with more thoughtful, polished alternatives helps you communicate with clarity, professionalism, and respect. By choosing the right phrase for the right situation, you strengthen relationships, improve tone, and make your messages more effective.
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