Choosing the right words can completely change how your message feels. Small phrases like “by the way” often carry warmth, friendliness, and connection — but in professional communication, they can sometimes feel too casual. Learning polished, thoughtful alternatives helps you sound both approachable and confident.
These expressions let you share additional thoughts naturally, while keeping your tone professional, empathetic, and human.
What Does “By the Way” Mean?
The phrase “by the way” is used to introduce additional or related information — something that’s not the main point of your message, but still worth mentioning. It often acts as a bridge between ideas or a soft transition to new details.
Example:
“By the way, I’ll send over the final draft tomorrow.”
It’s a subtle cue meaning “just to add” or “on a related note.”
When to Use “By the Way”?
Use “by the way” when you want to add casual or secondary information without interrupting the main topic. It’s common in:
- Emails to gently bring up an extra point
- Meetings when shifting topics naturally
- Conversations where you’re offering a helpful reminder
Example:
“By the way, did you get a chance to review the updated slides?”
Is It Professional/Polite to Say “By the Way”?
“By the way” is polite but slightly informal. In friendly work settings or casual emails, it works fine. However, for formal or executive communication, you may want a more polished version like “as a side note” or “before I forget”.
Pros or Cons
Pros:
✅ Sounds friendly and approachable
✅ Helps transition smoothly between ideas
✅ Works in both written and spoken English
Cons:
❌ Can sound too casual in formal contexts
❌ May reduce emphasis on important details
❌ Overuse can make communication seem unstructured
1. On a Related Note
Meaning: Used to introduce information connected to the current topic.
Detailed Explanation: It’s ideal for professional conversations when you want to keep a natural flow between ideas.
Scenario Example:
“On a related note, the design team will finalize the mockups this Friday.”
Best Use: Business emails or meetings where topics are logically connected.
Worst Use: Randomly adding personal comments in formal discussions.
Why It Works: It signals connection and relevance.
Tone: Professional, smooth, and cohesive.
2. Speaking of Which
Meaning: A natural way to mention something linked to what was just said.
Detailed Explanation: It’s slightly informal but still polite and warm, perfect for conversational writing.
Scenario Example:
“Speaking of which, have you updated the budget sheet?”
Best Use: Emails or calls with colleagues you know well.
Worst Use: Highly formal reports or presentations.
Why It Works: It sounds human and keeps the flow conversational.
Tone: Friendly and approachable.
3. As a Side Note
Meaning: A polite phrase for introducing a smaller or tangential point.
Detailed Explanation: Perfect when you want to add a minor detail without breaking the main flow.
Scenario Example:
“As a side note, the client mentioned potential expansion next quarter.”
Best Use: Emails, reports, and professional messages.
Worst Use: Conversations requiring direct or urgent information.
Why It Works: Adds subtlety and professionalism.
Tone: Formal and composed.
4. Before I Forget
Meaning: Used to mention something quickly before the topic changes.
Detailed Explanation: It’s warm and human, expressing care that you don’t want to miss something.
Scenario Example:
“Before I forget, could you please confirm tomorrow’s call?”
Best Use: Friendly reminders or follow-ups.
Worst Use: In written formal proposals or client reports.
Why It Works: Adds sincerity and natural flow.
Tone: Thoughtful and conversational.
5. Just to Add
Meaning: A concise way to insert additional information politely.
Detailed Explanation: It implies your comment is supplementary, not corrective.
Scenario Example:
“Just to add, the updated report includes the new pricing.”
Best Use: Meetings or follow-up messages.
Worst Use: Starting an entirely new topic.
Why It Works: Keeps things short, relevant, and respectful.
Tone: Neutral-professional.
6. In Addition
Meaning: Introduces an extra point in a clear, structured way.
Detailed Explanation: A formal alternative often used in written communication.
Scenario Example:
“In addition, we’ll need your approval by Monday.”
Best Use: Reports, formal emails, or documents.
Worst Use: Everyday conversations or casual chats.
Why It Works: Shows professionalism and structure.
Tone: Formal and organized.
7. Incidentally
Meaning: Used to introduce something indirectly related to the main subject.
Detailed Explanation: It has a slightly academic tone but works beautifully in polished writing.
Scenario Example:
“Incidentally, our survey results supported this conclusion.”
Best Use: Formal writing, presentations, or reports.
Worst Use: Friendly or informal exchanges.
Why It Works: Adds elegance and authority.
Tone: Sophisticated and calm.
8. On Another Note
Meaning: A transition phrase to move to a new but related topic.
Detailed Explanation: Often used in meetings to shift smoothly between points.
Scenario Example:
“On another note, the marketing team will launch the campaign next week.”
Best Use: Business meetings, team updates, or memos.
Worst Use: When topics are completely unrelated.
Why It Works: Keeps communication balanced and organized.
Tone: Professional and courteous.
9. While We’re at It
Meaning: Introduces a suggestion or related task while discussing something else.
Detailed Explanation: Perfect when multitasking or addressing related items.
Scenario Example:
“While we’re at it, let’s review the pending invoices.”
Best Use: Team discussions or casual work chats.
Worst Use: Written correspondence with senior management.
Why It Works: Feels natural and efficient.
Tone: Friendly and proactive.
10. Just a Quick Note
Meaning: A polite preface for adding brief information.
Detailed Explanation: Great for short, considerate reminders in email.
Scenario Example:
“Just a quick note — the client moved tomorrow’s call to 3 PM.”
Best Use: Emails, internal messages, or reminders.
Worst Use: Lengthy or formal correspondence.
Why It Works: It’s polite, light, and respectful of time.
Tone: Warm and efficient.
11. Just So You Know
Meaning: A gentle way to share information someone might find useful.
Detailed Explanation: It signals care and thoughtfulness without being intrusive.
Scenario Example:
“Just so you know, the vendor changed their delivery window to Thursday.”
Best Use: Friendly professional communication and internal updates.
Worst Use: When delivering critical or formal information that needs emphasis.
Why It Works: It’s soft, polite, and human-centered.
Tone: Considerate and conversational.
12. For Your Reference
Meaning: Used when providing information meant to assist or clarify.
Detailed Explanation: It’s often seen in professional or documentation-related messages.
Scenario Example:
“For your reference, I’ve attached the latest compliance report.”
Best Use: When attaching or pointing to resources in emails.
Worst Use: In casual or personal messages.
Why It Works: Conveys professionalism and helpfulness.
Tone: Formal and informative.
13. As an Aside
Meaning: Adds a supplementary or secondary thought.
Detailed Explanation: It carries a reflective or intellectual tone, often used in polished writing.
Scenario Example:
“As an aside, I found the feedback from the workshop particularly useful.”
Best Use: Reports, professional discussions, or editorial content.
Worst Use: Short or casual texts.
Why It Works: Suggests subtlety and depth.
Tone: Polished and thoughtful.
14. Just a Heads-Up
Meaning: A friendly way to give advance notice or extra information.
Detailed Explanation: It shows respect for the other person’s awareness and preparation.
Scenario Example:
“Just a heads-up — the system will be down for maintenance tonight.”
Best Use: Internal communication or casual work updates.
Worst Use: Formal client-facing writing.
Why It Works: Keeps communication transparent and warm.
Tone: Friendly and proactive.
15. On That Note
Meaning: Used to smoothly transition between connected ideas or to conclude one before introducing another.
Detailed Explanation: Excellent for verbal or written transitions.
Scenario Example:
“On that note, let’s schedule a follow-up meeting next week.”
Best Use: Meetings or wrap-up statements.
Worst Use: Completely unrelated topics.
Why It Works: Natural, smooth, and professional.
Tone: Balanced and polite.
16. Just Thought I’d Mention
Meaning: A casual, caring way to bring something up.
Detailed Explanation: Great for sharing helpful or relevant info in a humble tone.
Scenario Example:
“Just thought I’d mention that the client prefers early-morning calls.”
Best Use: Internal or team discussions.
Worst Use: Highly formal emails or reports.
Why It Works: Feels kind and conversational.
Tone: Light and friendly.
17. As a Reminder
Meaning: Used to gently reinforce previously shared information.
Detailed Explanation: It’s a professional and polite cue for follow-up or repetition.
Scenario Example:
“As a reminder, the final report is due tomorrow.”
Best Use: Email reminders, internal memos, and deadlines.
Worst Use: Spontaneous conversation or informal texts.
Why It Works: Clear, polite, and organized.
Tone: Professional and respectful.
18. In Case You Missed It
Meaning: Highlights something previously shared or overlooked.
Detailed Explanation: Useful for bringing attention back to an earlier point.
Scenario Example:
“In case you missed it, the meeting notes are in the shared drive.”
Best Use: Follow-ups or clarifications.
Worst Use: Introducing entirely new information.
Why It Works: Helps without sounding pushy.
Tone: Helpful and polite.
19. Worth Mentioning
Meaning: Indicates something noteworthy or relevant that adds value.
Detailed Explanation: A subtle way to highlight importance without overstating.
Scenario Example:
“It’s worth mentioning that the revised budget includes additional funds for marketing.”
Best Use: Professional discussions or reports.
Worst Use: Informal chit-chat.
Why It Works: Balanced and professional.
Tone: Calm and factual.
20. Just a Small Thing
Meaning: A soft introduction to a minor comment or correction.
Detailed Explanation: Keeps tone gentle and prevents sounding critical.
Scenario Example:
“Just a small thing — the title on slide three needs a font update.”
Best Use: Giving feedback or small notes.
Worst Use: Serious corrections or high-stakes issues.
Why It Works: Keeps atmosphere positive and non-defensive.
Tone: Kind and light.
21. On the Subject Of
Meaning: A smooth way to return to or expand on a specific topic.
Detailed Explanation: Professional and structured, often used in formal speech or writing.
Scenario Example:
“On the subject of timelines, could we confirm next week’s milestones?”
Best Use: Meetings or formal documentation.
Worst Use: Everyday chats or casual texts.
Why It Works: Sounds professional and deliberate.
Tone: Serious and organized.
22. Before I Let You Go
Meaning: Used to add a final thought before ending a conversation or message.
Detailed Explanation: Common in phone calls or friendly emails.
Scenario Example:
“Before I let you go, I wanted to check if you’re joining the Friday event.”
Best Use: Verbal communication or casual written notes.
Worst Use: Reports or technical writing.
Why It Works: Feels caring and human.
Tone: Warm and conversational.
23. Just Another Thing
Meaning: Adds a small follow-up idea or task.
Detailed Explanation: Helps you introduce one more point without sounding abrupt.
Scenario Example:
“Just another thing — we’ll need updated bios for the team page.”
Best Use: Friendly team communication.
Worst Use: Highly formal business writing.
Why It Works: Keeps flow natural and approachable.
Tone: Friendly and flexible.
24. A Quick Reminder
Meaning: Softens the act of reminding someone.
Detailed Explanation: Makes the message sound supportive, not commanding.
Scenario Example:
“A quick reminder to submit your timesheets by Friday.”
Best Use: Emails or notifications.
Worst Use: Personal, casual chats.
Why It Works: Efficient, polite, and respectful.
Tone: Courteous and concise.
25. Now That You Mention It
Meaning: Responds to or builds upon someone else’s statement.
Detailed Explanation: Common in dialogue; shows active listening and connection.
Scenario Example:
“Now that you mention it, we should update the client proposal.”
Best Use: Collaborative discussions.
Worst Use: Solo-written communication like reports.
Why It Works: Feels thoughtful and engaged.
Tone: Reflective and friendly.
26. Just to Clarify
Meaning: Introduces a point that clears confusion or adds precision.
Detailed Explanation: Used when ensuring mutual understanding.
Scenario Example:
“Just to clarify, are we meeting at 2 PM or 3 PM?”
Best Use: Professional discussions or project coordination.
Worst Use: Casual conversation.
Why It Works: Builds clarity and alignment.
Tone: Respectful and direct.
27. As an Additional Point
Meaning: Adds supplementary information formally.
Detailed Explanation: A clear, structured transition between key ideas.
Scenario Example:
“As an additional point, we’ll be revising the performance metrics.”
Best Use: Reports or formal communications.
Worst Use: Personal conversation.
Why It Works: Organized and professional.
Tone: Formal and neutral.
28. Just Before I Forget to Mention
Meaning: A longer, softer version of “before I forget.”
Detailed Explanation: Shows care and intentional communication.
Scenario Example:
“Just before I forget to mention, we finalized the design approvals.”
Best Use: Friendly reminders or internal team chats.
Worst Use: Formal documents.
Why It Works: Personal, sincere, and thoughtful.
Tone: Warm and informal.
29. As We’re Talking About This
Meaning: Used to add something relevant to the current discussion.
Detailed Explanation: Keeps flow natural in real-time communication.
Scenario Example:
“As we’re talking about this, should we also review next quarter’s goals?”
Best Use: Meetings or brainstorming sessions.
Worst Use: Written reports.
Why It Works: Feels dynamic and collaborative.
Tone: Engaged and conversational.
30. Just Wanted to Add
Meaning: A soft and kind way to insert an extra point.
Detailed Explanation: Common in email communication where tone matters.
Scenario Example:
“Just wanted to add that the proposal includes updated pricing details.”
Best Use: Polite email additions or clarifications.
Worst Use: Highly formal or legal writing.
Why It Works: Gentle, kind, and inclusive.
Tone: Warm and professional.
Conclusion
Finding professional alternatives to “by the way” helps you maintain a tone that’s both caring and credible. Whether you’re emailing a client, chatting with a teammate, or writing a report, choosing the right transition phrase shows respect for clarity and tone. Words like “on a related note”, “as a side note”, or “just to add” don’t just sound polished — they also make your communication feel intentional, inclusive, and thoughtful.
In the end, the best communicators know that small phrases carry big meaning — and the right ones help you connect more genuinely every time you write or speak.
