Introduction
In professional communication, how you share information is just as important as what you share. The phrase “just so you know” is common in everyday conversation, but in business emails, reports, and formal messages, it can sound casual, vague, or even dismissive. When used incorrectly, it may weaken your message or reduce its perceived importance.
Choosing a more professional alternative helps you sound clear, intentional, and respectful—while still keeping the message informative. This article presents 30+ professional ways to say “just so you know,” complete with meanings, examples, and explanations, so you can communicate updates, reminders, and context with confidence.
When Should You Use These Alternatives?
The right phrase depends on formality, audience, and intent.
Formal Situations
Use refined alternatives when communicating with:
- Clients or customers
- Senior management
- External stakeholders or partners
- Official emails and documentation
Semi-Formal Situations
Balanced professional phrasing works best for:
- Colleagues and peers
- Cross-functional teams
- Project updates and follow-ups
Casual or Relaxed Situations
Softer alternatives fit:
- Internal team chats
- Friendly coworkers
- Informal status updates
Situational Examples
- Client update: “For your awareness, the timeline has changed.”
- Manager note: “Please note that the report is finalized.”
- Team message: “Just a quick update on the schedule.”
- Follow-up email: “I wanted to inform you of a small change.”
30+ Professional Ways to Say “Just So You Know”
Each alternative includes meaning, five examples, and why it works.
1. For Your Awareness
Meaning: Formally informs someone of relevant information.
Examples:
- For your awareness, the deadline has been adjusted.
- For your awareness, the meeting time has changed.
- For your awareness, the policy has been updated.
- For your awareness, the client has approved the proposal.
- For your awareness, the system will be offline tonight.
Why it works: Clear, neutral, and professional.
2. Please Note That
Meaning: Draws attention to important information.
Examples:
- Please note that the deadline is tomorrow.
- Please note that access will be limited.
- Please note that the schedule has changed.
- Please note that approval is required.
- Please note that this applies immediately.
Why it works: Direct and formal without sounding harsh.
3. I Would Like to Inform You
Meaning: Polite and formal introduction to information.
Examples:
- I would like to inform you that the request was approved.
- I would like to inform you of a minor update.
- I would like to inform you that the issue is resolved.
- I would like to inform you about the schedule change.
- I would like to inform you that the meeting is confirmed.
Why it works: Professional and respectful.
4. For Your Information
Meaning: Neutral way to share information.
Examples:
- For your information, the report has been submitted.
- For your information, the office will be closed Friday.
- For your information, the client has responded.
- For your information, the system update is complete.
- For your information, the budget has been approved.
Why it works: Widely accepted and formal.
5. Just a Quick Update
Meaning: Light professional tone for brief updates.
Examples:
- Just a quick update—the task is complete.
- Just a quick update on the project status.
- Just a quick update regarding the timeline.
- Just a quick update before tomorrow’s meeting.
- Just a quick update to keep you informed.
Why it works: Efficient and friendly.
6. I Wanted to Let You Know
Meaning: Polite and conversational professional phrase.
Examples:
- I wanted to let you know that the issue is resolved.
- I wanted to let you know about a schedule change.
- I wanted to let you know the files are ready.
- I wanted to let you know we’ve received approval.
- I wanted to let you know the meeting is confirmed.
Why it works: Natural and approachable.
7. As a Heads-Up
Meaning: Informal professional warning or notice.
Examples:
- As a heads-up, the system will be down tonight.
- As a heads-up, the deadline has moved up.
- As a heads-up, tomorrow’s meeting is virtual.
- As a heads-up, changes are coming soon.
- As a heads-up, responses may be delayed.
Why it works: Friendly and clear for semi-formal settings.
8. For Reference
Meaning: Shares information for future use.
Examples:
- For reference, the final version is attached.
- For reference, the policy is linked below.
- For reference, last year’s data is included.
- For reference, the timeline is outlined here.
- For reference, the approved budget is noted.
Why it works: Organized and professional.
9. Kindly Be Advised
Meaning: Formal and directive information sharing.
Examples:
- Kindly be advised that the deadline is tomorrow.
- Kindly be advised of the updated guidelines.
- Kindly be advised that approval is required.
- Kindly be advised of the new procedure.
- Kindly be advised that access is restricted.
Why it works: Formal and authoritative.
10. I’d Like to Bring to Your Attention
Meaning: Highlights important information.
Examples:
- I’d like to bring to your attention the updated policy.
- I’d like to bring to your attention a scheduling conflict.
- I’d like to bring to your attention the revised figures.
- I’d like to bring to your attention an upcoming deadline.
- I’d like to bring to your attention a potential issue.
Why it works: Emphasizes importance politely.
11. Please Be Aware That
Meaning: Alerts the reader to important details.
Examples:
- Please be aware that access will be limited.
- Please be aware that changes take effect immediately.
- Please be aware that the deadline is firm.
- Please be aware that approval is pending.
- Please be aware that the system will be offline.
Why it works: Clear and professional alert.
12. This Is to Inform You
Meaning: Formal announcement-style phrasing.
Examples:
- This is to inform you that the request was approved.
- This is to inform you of an upcoming change.
- This is to inform you that the meeting is canceled.
- This is to inform you about the revised schedule.
- This is to inform you that the process is complete.
Why it works: Very formal and official.
13. I Would Like to Make You Aware
Meaning: Polite and professional notification.
Examples:
- I would like to make you aware of the timeline update.
- I would like to make you aware of the policy change.
- I would like to make you aware that the task is complete.
- I would like to make you aware of a potential risk.
- I would like to make you aware that approval is pending.
Why it works: Respectful and clear.
14. Just a Friendly Reminder
Meaning: Gentle prompt without pressure.
Examples:
- Just a friendly reminder about tomorrow’s meeting.
- Just a friendly reminder to submit your report.
- Just a friendly reminder regarding the deadline.
- Just a friendly reminder about the updated policy.
- Just a friendly reminder before we proceed.
Why it works: Polite and non-confrontational.
15. I Wanted to Share
Meaning: Soft professional tone for updates.
Examples:
- I wanted to share an update on the project.
- I wanted to share the latest feedback.
- I wanted to share the finalized version.
- I wanted to share some quick information.
- I wanted to share the outcome of the meeting.
Why it works: Friendly and collaborative.
16. For Context
Meaning: Provides background information.
Examples:
- For context, this decision was made earlier.
- For context, the timeline has shifted slightly.
- For context, this request came from leadership.
- For context, the policy was updated last month.
- For context, the issue has already been addressed.
Why it works: Clear and informative.
17. As a Quick Note
Meaning: Brief, informal-professional update.
Examples:
- As a quick note, the files are attached.
- As a quick note, the meeting is rescheduled.
- As a quick note, approval has been received.
- As a quick note, tomorrow’s session is virtual.
- As a quick note, the deadline remains unchanged.
Why it works: Efficient and natural.
18. For Visibility
Meaning: Shares information for transparency.
Examples:
- For visibility, I’ve included the full report.
- For visibility, the timeline is shared below.
- For visibility, all stakeholders are copied.
- For visibility, the status is outlined here.
- For visibility, the update is documented.
Why it works: Common in corporate communication.
19. Please Be Informed
Meaning: Formal informational phrase.
Examples:
- Please be informed that the policy has changed.
- Please be informed of the revised deadline.
- Please be informed that access is restricted.
- Please be informed that the task is complete.
- Please be informed of the new process.
Why it works: Direct and professional.
20. I Thought You Should Know
Meaning: Semi-formal, conversational.
Examples:
- I thought you should know the issue is resolved.
- I thought you should know about the update.
- I thought you should know the meeting is canceled.
- I thought you should know approval was granted.
- I thought you should know we’re moving forward.
Why it works: Natural and transparent.
Consideration: How to Choose the Right Phrase
Choosing the right alternative depends on:
- Tone: Formal vs. conversational
- Audience: Client, manager, colleague
- Urgency: Immediate notice or general update
- Context: Update, reminder, alert, or background
- Medium: Email, chat, or report
Mini Examples
- Client: “For your awareness, the timeline has changed.”
- Manager: “Please note that approval is required.”
- Colleague: “Just a quick update on the task.”
Quick One-Line Templates
- For your awareness, the deadline has changed.
- Please note that the document is attached.
- I wanted to let you know the issue is resolved.
- Just a quick update on the project status.
- For your information, the meeting is confirmed.
- Kindly be advised of the new policy.
- As a heads-up, tomorrow’s session is virtual.
- For context, this decision was finalized earlier.
- Please be aware that access will be limited.
- I thought you should know we’ve received approval.
Common Mistakes to Avoid
- Using casual phrases in formal emails
- Sounding passive-aggressive unintentionally
- Overusing the same phrase repeatedly
- Adding unnecessary filler words
- Failing to match tone with audience
FAQ
1. Is “just so you know” unprofessional?
It’s acceptable in casual settings but better replaced in professional communication.
2. What’s the most formal alternative?
“This is to inform you” or “Kindly be advised.”
3. What works best for clients?
“For your awareness” or “Please note that.”
4. Can these phrases be used in reports?
Yes, especially formal alternatives.
5. How do I sound informative but not pushy?
Use neutral phrases like “For your information.”
6. Are these suitable for emails and messages?
Yes—just match the phrase to the tone and context.
Conclusion
Replacing “just so you know” with a more professional alternative helps you communicate clearly, confidently, and respectfully. The right phrasing strengthens your message, improves clarity, and enhances your professional image.
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