Each option below includes meaning, five examples, and why it works.
1. Please be advised that
Meaning: A formal way to introduce important information.
Examples:
- Please be advised that the deadline has been extended.
- Please be advised that the office will remain closed tomorrow.
- Please be advised that changes have been made to the policy.
- Please be advised that your request is under review.
- Please be advised that further updates will follow.
Why it works: Authoritative and commonly accepted in formal communication.
2. We would like to inform you that
Meaning: Polite and professional notification.
Examples:
- We would like to inform you that your application was approved.
- We would like to inform you that the meeting has been rescheduled.
- We would like to inform you that the system update is complete.
- We would like to inform you that your order has shipped.
- We would like to inform you that changes take effect immediately.
Why it works: Clear, neutral, and respectful.
3. This email is to inform you that
Meaning: Direct and structured notification.
Examples:
- This email is to inform you that your request has been received.
- This email is to inform you that the policy has changed.
- This email is to inform you that training begins Monday.
- This email is to inform you that your access has been granted.
- This email is to inform you that updates are pending.
Why it works: Explicit and suitable for official emails.
4. Please note that
Meaning: Brings attention to important details.
Examples:
- Please note that the deadline is non-negotiable.
- Please note that submissions close at noon.
- Please note that revisions are required.
- Please note that approval is pending.
- Please note that availability may vary.
Why it works: Concise and widely accepted.
5. We wish to notify you that
Meaning: Formal notification language.
Examples:
- We wish to notify you that your contract has been updated.
- We wish to notify you that the event has been postponed.
- We wish to notify you that changes apply immediately.
- We wish to notify you that your request was approved.
- We wish to notify you that further review is required.
Why it works: Polished and professional.
6. Kindly be informed that
Meaning: Courteous and formal.
Examples:
- Kindly be informed that processing may take five days.
- Kindly be informed that your appointment is confirmed.
- Kindly be informed that access will be restricted.
- Kindly be informed that changes were implemented.
- Kindly be informed that support is available.
Why it works: Respectful and internationally used.
7. We are writing to inform you that
Meaning: Professional and conversational.
Examples:
- We are writing to inform you that your request was approved.
- We are writing to inform you that the deadline has shifted.
- We are writing to inform you that the office will close early.
- We are writing to inform you that your feedback was received.
- We are writing to inform you that the project is complete.
Why it works: Clear intent with a human tone.
8. This message serves to inform you that
Meaning: Formal and structured.
Examples:
- This message serves to inform you that the policy has changed.
- This message serves to inform you that your account is active.
- This message serves to inform you that approval is pending.
- This message serves to inform you that access is restricted.
- This message serves to inform you that updates will follow.
Why it works: Appropriate for official notices.
9. We would like to notify you that
Meaning: Slightly less formal than “inform.”
Examples:
- We would like to notify you that the event is confirmed.
- We would like to notify you that your payment was received.
- We would like to notify you that the schedule changed.
- We would like to notify you that registration is open.
- We would like to notify you that results are available.
Why it works: Balanced and professional.
10. This is to notify you that
Meaning: Direct and neutral.
Examples:
- This is to notify you that maintenance is scheduled.
- This is to notify you that your account was updated.
- This is to notify you that the meeting is canceled.
- This is to notify you that approval has been granted.
- This is to notify you that changes apply immediately.
Why it works: Straightforward and efficient.
11. We are pleased to inform you that
Meaning: Positive or good news.
Examples:
- We are pleased to inform you that your application was successful.
- We are pleased to inform you that funding was approved.
- We are pleased to inform you that the issue was resolved.
- We are pleased to inform you that the event is confirmed.
- We are pleased to inform you that access has been granted.
Why it works: Professional and upbeat.
12. We regret to inform you that
Meaning: Used for negative or sensitive information.
Examples:
- We regret to inform you that your request was declined.
- We regret to inform you that the event was canceled.
- We regret to inform you that delays are expected.
- We regret to inform you that the position was filled.
- We regret to inform you that service is unavailable.
Why it works: Polite and empathetic.
13. Please be aware that
Meaning: Gently alerts the reader.
Examples:
- Please be aware that changes may occur.
- Please be aware that access is limited.
- Please be aware that deadlines are strict.
- Please be aware that approval is required.
- Please be aware that updates will follow.
Why it works: Non-confrontational and clear.
14. We would like to bring to your attention that
Meaning: Highlights importance.
Examples:
- We would like to bring to your attention that deadlines are approaching.
- We would like to bring to your attention that updates were made.
- We would like to bring to your attention that compliance is required.
- We would like to bring to your attention that changes apply.
- We would like to bring to your attention that action is needed.
Why it works: Signals importance without pressure.
15. For your information
Meaning: Informative and neutral.
Examples:
- For your information, the schedule has changed.
- For your information, access has been restored.
- For your information, approval is pending.
- For your information, the deadline is tomorrow.
- For your information, documentation is attached.
Why it works: Short and widely accepted.
16. We would like to update you that
Meaning: Indicates new or changed information.
Examples:
- We would like to update you that the timeline has shifted.
- We would like to update you that progress is on track.
- We would like to update you that the issue is resolved.
- We would like to update you that feedback was incorporated.
- We would like to update you that approval is complete.
Why it works: Ideal for progress communication.
17. This notice is to inform you that
Meaning: Formal announcement style.
Examples:
- This notice is to inform you that policy updates apply.
- This notice is to inform you that access is restricted.
- This notice is to inform you that changes are effective.
- This notice is to inform you that training is mandatory.
- This notice is to inform you that deadlines are revised.
Why it works: Suitable for official notices.
18. We are reaching out to inform you that
Meaning: Friendly but professional.
Examples:
- We are reaching out to inform you that support is available.
- We are reaching out to inform you that changes were made.
- We are reaching out to inform you that access was granted.
- We are reaching out to inform you that action is required.
- We are reaching out to inform you that registration is open.
Why it works: Modern and approachable.
19. Please be informed that
Meaning: Formal informational phrase.
Examples:
- Please be informed that the system is under maintenance.
- Please be informed that deadlines remain unchanged.
- Please be informed that approval is required.
- Please be informed that updates will follow.
- Please be informed that access is temporary.
Why it works: Direct and professional.
20. We would like to advise you that
Meaning: Often used for guidance or caution.
Examples:
- We would like to advise you that action is required.
- We would like to advise you that changes apply.
- We would like to advise you that deadlines are strict.
- We would like to advise you that approval is pending.
- We would like to advise you that policies were updated.
Why it works: Authoritative and respectful.
Consideration: How to Choose the Right Phrase
To select the best alternative, consider the following:
- Tone: Formal, neutral, or friendly
- Audience: Client, manager, employee, or external party
- Urgency: Immediate action vs. informational only
- Context: Policy update, announcement, request, or notice
- Medium: Email, memo, report, or chat
Mini Examples
- HR Notice: “Please be advised that the policy has changed.”
- Client Email: “We would like to inform you that your request was approved.”
- Internal Update: “We would like to update you that the task is complete.”
Quick One-Line Templates
- Please be advised that changes take effect immediately.
- We would like to inform you that your request has been approved.
- This email is to notify you of an upcoming update.
- Kindly be informed that access is temporarily restricted.
- We are pleased to inform you that your application was successful.
- For your information, the deadline has been extended.
- We regret to inform you that the event has been canceled.
- Please note that action is required by Friday.
- We are writing to inform you that approval is pending.
- This message serves to inform you of recent changes.
Common Mistakes to Avoid
- Overusing the same phrase repeatedly
- Sounding robotic or overly legal
- Using informal language in official messages
- Adding unnecessary words that reduce clarity
- Ignoring tone when delivering sensitive information
FAQ
1. Is “this is to inform you” still professional?
Yes, but it can sound outdated or stiff if overused.
2. What’s the best alternative for formal emails?
“Please be advised that” or “We would like to inform you that.”
3. Which phrase works best for positive news?
“We are pleased to inform you that.”
4. What should I use for negative information?
“We regret to inform you that.”
5. Can these phrases be used in internal communication?
Yes—choose semi-formal or neutral options.
6. Should I always include “that” after the phrase?
In formal writing, yes—it improves clarity.
Conclusion
Replacing “this is to inform you” with more intentional, professional alternatives enhances clarity, tone, and reader engagement. The right phrase helps you sound confident, respectful, and modern—whether you’re delivering updates, announcements, or sensitive information.
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