Choosing the right words to convey information can make a simple message feel thoughtful, professional, and respectful. While “This is to inform you” is widely used, it can sometimes come across as formal, rigid, or impersonal. By using carefully selected alternatives, you can maintain clarity while also making your communication warm, considerate, and human-friendly.
Whether in emails, reports, or memos, these alternatives help you convey important information with style and tact.
What Does “This Is to Inform You” Mean?
Meaning:
“This is to inform you” is a formal phrase used to notify someone about information, updates, or announcements. It’s commonly used in professional or business contexts to ensure clarity and authority.
Detailed Explanation:
The phrase serves as a signal that the content following it is important or requires attention. While functional, it can sound distant or impersonal if used repeatedly or without context. Using more tailored alternatives can make your message feel considerate while still maintaining professionalism.
When to Use “This Is to Inform You”?
This phrase is best used when communicating factual updates, policy changes, official announcements, or directives. It works well for emails, memos, and formal letters where clarity and formality are required.
Best Situations:
- Policy or procedure updates
- Official notifications
- Company-wide announcements
Situations to Avoid:
- Friendly or casual emails
- Messages requiring emotional warmth
- Repetitive use in long email threads
Is It Professional/Polite to Say “This Is to Inform You”?
Yes, it is professional and polite in formal business communication, especially in hierarchical environments. However, overuse may make your messages feel mechanical or overly rigid, which can reduce engagement.
Pros or Cons
Pros:
- Clearly communicates important information
- Establishes formality and authority
- Avoids ambiguity in professional contexts
Cons:
- Can feel impersonal or stiff
- May reduce warmth in the message
- Overuse can make communication sound mechanical
1. I Would Like to Inform You
Meaning:
A polite and slightly warmer version of “This is to inform you.”
Detailed Explanation:
This phrase softens the statement while keeping it formal. It conveys respect and attention toward the reader, making the communication feel considerate.
Scenario Examples:
- “I would like to inform you that the meeting has been rescheduled.”
- “I would like to inform you about the updates in the project timeline.”
- “I would like to inform you that your request has been approved.”
Best Use:
Formal professional emails, announcements to colleagues or clients
Worst Use:
Casual chats or informal communication
Why It Works:
The phrasing adds a personal touch while maintaining authority.
Tone:
Polite, professional, considerate
2. Please Be Informed That
Meaning:
A formal and clear alternative commonly used in business correspondence.
Detailed Explanation:
“Please be informed that” signals important information without sounding overly stiff. It maintains formality while being courteous.
Scenario Examples:
- “Please be informed that the office will be closed tomorrow.”
- “Please be informed that your application has been processed.”
- “Please be informed that the project deadline has been extended.”
Best Use:
Official notifications, client communication
Worst Use:
Friendly or casual emails
Why It Works:
It balances authority and politeness, making it suitable for professional settings.
Tone:
Formal, courteous, clear
3. I Am Writing to Inform You
Meaning:
A professional, email-friendly phrase that signals purpose immediately.
Detailed Explanation:
This alternative works well in email communication. It clearly introduces the intent of the message, making it concise and direct while remaining polite.
Scenario Examples:
- “I am writing to inform you that your meeting has been moved to 3 PM.”
- “I am writing to inform you about the upcoming changes in policy.”
- “I am writing to inform you that the report is ready for review.”
Best Use:
Professional emails, memos, formal announcements
Worst Use:
Short messages or casual chats
Why It Works:
It directly communicates intent and is widely recognized in professional settings.
Tone:
Professional, direct, courteous
4. Kindly Note That
Meaning:
A courteous phrase used to draw attention to important information.
Detailed Explanation:
“Kindly note that” is less formal than “This is to inform you” but still maintains professionalism. It emphasizes attention without sounding authoritarian.
Scenario Examples:
- “Kindly note that the submission deadline is tomorrow.”
- “Kindly note that the office timings will change next week.”
- “Kindly note that the new guidelines are effective immediately.”
Best Use:
Professional communication requiring attention
Worst Use:
Overly casual or friendly emails
Why It Works:
It combines politeness and clarity, encouraging the reader to focus on the message.
Tone:
Courteous, professional, attentive
5. I Wish to Inform You
Meaning:
A formal, slightly elevated alternative that conveys authority with respect.
Detailed Explanation:
This phrase is often used in official letters, HR notices, or formal announcements. It adds gravitas while remaining polite and respectful.
Scenario Examples:
- “I wish to inform you that your leave request has been approved.”
- “I wish to inform you about the upcoming audit schedule.”
- “I wish to inform you that the conference venue has been changed.”
Best Use:
Official letters, corporate announcements
Worst Use:
Casual emails, instant messaging
Why It Works:
It communicates authority politely and is widely recognized in formal communication.
Tone:
Formal, respectful, authoritative
6. This Is to Notify You
Meaning:
A formal and clear alternative to “This is to inform you.”
Detailed Explanation:
“This is to notify you” emphasizes official communication and is often used for updates, deadlines, or policy changes. It carries a sense of authority while remaining polite.
Scenario Examples:
- “This is to notify you that the office will remain closed on Friday.”
- “This is to notify you about the changes in your project assignment.”
- “This is to notify you that the payment schedule has been updated.”
Best Use:
Official notices, HR communications, policy announcements
Worst Use:
Informal messages, casual emails
Why It Works:
It is formal, concise, and widely recognized in professional environments.
Tone:
Formal, clear, authoritative
7. Allow Me to Inform You
Meaning:
A polite, professional way to convey important information.
Detailed Explanation:
This phrasing adds a touch of personal courtesy while maintaining authority. It’s suitable for direct notifications with a respectful tone.
Scenario Examples:
- “Allow me to inform you that your leave request has been approved.”
- “Allow me to inform you about the upcoming system maintenance.”
- “Allow me to inform you that the meeting has been rescheduled to next week.”
Best Use:
Formal professional emails, executive communication
Worst Use:
Quick messages or informal chats
Why It Works:
It balances politeness and clarity, showing both respect and professionalism.
Tone:
Respectful, formal, courteous
8. Please Be Advised That
Meaning:
A formal phrase indicating important information or guidance.
Detailed Explanation:
“Please be advised that” is often used in business correspondence and legal communication. It signals that the recipient should pay attention carefully to the information that follows.
Scenario Examples:
- “Please be advised that the new compliance regulations are effective immediately.”
- “Please be advised that the office parking policy has changed.”
- “Please be advised that the meeting agenda has been updated.”
Best Use:
Legal notices, corporate announcements, professional guidance
Worst Use:
Friendly or casual emails
Why It Works:
It commands attention without being harsh, making it ideal for formal professional contexts.
Tone:
Professional, authoritative, polite
9. I Am Writing to Notify You
Meaning:
A professional alternative for email communication that immediately states the purpose.
Detailed Explanation:
This phrase is widely used in email correspondence because it clarifies intent at the beginning. It is professional, polite, and easy to read.
Scenario Examples:
- “I am writing to notify you that the team meeting has been postponed.”
- “I am writing to notify you about the upcoming audit schedule.”
- “I am writing to notify you that the quarterly report is now available.”
Best Use:
Formal emails, project updates, client communications
Worst Use:
Instant messaging or informal chats
Why It Works:
It sets clear expectations and keeps communication professional.
Tone:
Direct, professional, courteous
10. I Would Like to Notify You
Meaning:
Polite and professional, slightly warmer than “This is to notify you.”
Detailed Explanation:
This phrase conveys respect and adds a personal touch. It works well in emails and letters where politeness is important.
Scenario Examples:
- “I would like to notify you that the budget report has been finalized.”
- “I would like to notify you about the changes in the project schedule.”
- “I would like to notify you that your request has been approved.”
Best Use:
Professional email communication, client updates
Worst Use:
Casual messaging or text-based communication
Why It Works:
It combines clarity and warmth, making the notification more approachable.
Tone:
Polite, professional, considerate
11. For Your Information
Meaning:
A neutral phrase often abbreviated as FYI, used to share information without demanding immediate action.
Detailed Explanation:
“For your information” works well when the information is important but doesn’t require a response. It is widely understood in corporate communication.
Scenario Examples:
- “For your information, the new software update will be released tomorrow.”
- “For your information, the meeting minutes have been uploaded to the shared drive.”
- “For your information, the project deadline has been moved forward.”
Best Use:
Corporate emails, internal updates, general communication
Worst Use:
Situations requiring strong directives
Why It Works:
It is clear, neutral, and concise, perfect for sharing information.
Tone:
Neutral, professional, straightforward
12. I Am Writing to Bring to Your Attention
Meaning:
A professional phrase to highlight important information or issues.
Detailed Explanation:
This alternative is slightly longer but adds emphasis on attention. It is useful when the information is significant or action may be required.
Scenario Examples:
- “I am writing to bring to your attention the recent changes in the policy.”
- “I am writing to bring to your attention the discrepancies in the report.”
- “I am writing to bring to your attention the new compliance requirements.”
Best Use:
Email notifications, reports, or compliance communication
Worst Use:
Casual or friendly emails
Why It Works:
It signals importance and encourages focus without sounding harsh.
Tone:
Formal, attentive, professional
13. I Would Like to Bring to Your Attention
Meaning:
A courteous and professional way to point out significant information.
Detailed Explanation:
This alternative softens the tone while still emphasizing that the information is important. It is useful when addressing colleagues, clients, or supervisors.
Scenario Examples:
- “I would like to bring to your attention the revised project timeline.”
- “I would like to bring to your attention a few updates regarding the client feedback.”
- “I would like to bring to your attention the upcoming deadlines.”
Best Use:
Professional correspondence where polite emphasis is needed
Worst Use:
Casual conversations
Why It Works:
It communicates importance respectfully, building trust with the reader.
Tone:
Polite, professional, considerate
14. Please Be Advised
Meaning:
Short, formal, and authoritative, often used in professional emails.
Detailed Explanation:
This phrase signals that the information is official and important. It is concise and effective in corporate communication.
Scenario Examples:
- “Please be advised that the office will be closed on Monday.”
- “Please be advised that your request has been processed successfully.”
- “Please be advised that the meeting time has changed.”
Best Use:
Official notifications, formal emails
Worst Use:
Casual or friendly emails
Why It Works:
It is concise, professional, and clear, ensuring attention without unnecessary words.
Tone:
Formal, authoritative, polite
15. Allow Me to Notify You
Meaning:
A professional and courteous alternative that emphasizes politeness.
Detailed Explanation:
This phrase works well when you want to inform someone with a respectful tone. It is ideal in letters, formal emails, or executive communications.
Scenario Examples:
- “Allow me to notify you that your leave request has been approved.”
- “Allow me to notify you of the updates in the project schedule.”
- “Allow me to notify you that the report has been finalized.”
Best Use:
Formal professional emails, executive communication
Worst Use:
Instant messaging or casual chats
Why It Works:
It communicates respect and clarity simultaneously.
Tone:
Polite, respectful, professional
16. I Am Writing to Make You Aware
Meaning:
A professional and polite way to notify someone of information.
Detailed Explanation:
This phrase emphasizes awareness rather than just notification, making it suitable for important updates or changes. It feels thoughtful while remaining formal.
Scenario Examples:
- “I am writing to make you aware of the new project deadlines.”
- “I am writing to make you aware of the policy changes effective next month.”
- “I am writing to make you aware of the upcoming system maintenance.”
Best Use:
Professional emails, project updates, internal communications
Worst Use:
Informal messaging
Why It Works:
It draws attention politely while maintaining professionalism.
Tone:
Formal, attentive, respectful
17. I Am Writing to Notify You Formally
Meaning:
A precise and professional phrasing emphasizing official notification.
Detailed Explanation:
This alternative works when the information must be official and unambiguous. It communicates formality and authority without being rude.
Scenario Examples:
- “I am writing to notify you formally about the audit schedule.”
- “I am writing to notify you formally that your request has been approved.”
- “I am writing to notify you formally regarding the updated guidelines.”
Best Use:
Corporate emails, legal communication, HR notices
Worst Use:
Casual conversations
Why It Works:
It reinforces formality and clarity, making it suitable for serious communication.
Tone:
Formal, authoritative, precise
18. I Would Like to Bring to Your Knowledge
Meaning:
A polite, professional way to convey important information or updates.
Detailed Explanation:
This alternative emphasizes informing while showing respect. It is slightly more formal and works well in professional letters or emails.
Scenario Examples:
- “I would like to bring to your knowledge the changes in project requirements.”
- “I would like to bring to your knowledge the upcoming team meetings.”
- “I would like to bring to your knowledge the revised submission deadlines.”
Best Use:
Professional letters, emails, executive communication
Worst Use:
Informal emails or chats
Why It Works:
It communicates importance respectfully and is courteous in tone.
Tone:
Polite, professional, respectful
19. For Your Reference
Meaning:
A neutral and professional way to provide information without requesting action.
Detailed Explanation:
“For your reference” is widely used in business communication to share information that may be useful, without implying urgency or action.
Scenario Examples:
- “Attached is the report, for your reference.”
- “The guidelines have been updated, for your reference.”
- “Here is the list of approved vendors, for your reference.”
Best Use:
Emails, reports, informational updates
Worst Use:
Situations requiring immediate action
Why It Works:
It communicates information-sharing politely and clearly.
Tone:
Neutral, professional, courteous
20. I Am Writing to Make You Cognizant
Meaning:
A formal alternative emphasizing awareness and understanding.
Detailed Explanation:
This phrase is ideal for legal, corporate, or HR communications. It conveys respect while signaling the importance of understanding the information.
Scenario Examples:
- “I am writing to make you cognizant of the new compliance guidelines.”
- “I am writing to make you cognizant of changes in the reporting structure.”
- “I am writing to make you cognizant of the updated project requirements.”
Best Use:
Formal professional communication, corporate notices
Worst Use:
Casual emails
Why It Works:
It communicates seriousness and formality while maintaining politeness.
Tone:
Formal, authoritative, respectful
21. I Would Like to Apprise You
Meaning:
A professional, courteous way to notify someone of important information.
Detailed Explanation:
“Apprise” is a slightly elevated word, often used in corporate communication to show professionalism. It indicates that the recipient will be well-informed.
Scenario Examples:
- “I would like to apprise you of the project timeline updates.”
- “I would like to apprise you of the new company policies.”
- “I would like to apprise you that the report has been finalized.”
Best Use:
Professional emails, business letters, HR communication
Worst Use:
Informal chats
Why It Works:
It is professional, clear, and formal while showing respect.
Tone:
Professional, polite, courteous
22. Please Take Note
Meaning:
A concise and formal way to alert someone to important information.
Detailed Explanation:
“Please take note” emphasizes attention. It is professional and direct but polite, ideal for announcements or reminders.
Scenario Examples:
- “Please take note that the office will be closed on Friday.”
- “Please take note of the new submission deadlines.”
- “Please take note that the meeting venue has changed.”
Best Use:
Official notifications, reminders, corporate updates
Worst Use:
Friendly emails or casual messages
Why It Works:
It is direct yet polite, signaling urgency without harshness.
Tone:
Formal, attentive, clear
23. Kindly Be Informed
Meaning:
A polite and professional alternative to formally notify someone.
Detailed Explanation:
“Kindly be informed” adds courtesy to standard notification, making it softer than “This is to inform you” while remaining formal.
Scenario Examples:
- “Kindly be informed that the meeting has been postponed.”
- “Kindly be informed of the updated office schedule.”
- “Kindly be informed that your application has been approved.”
Best Use:
Professional emails, HR notifications, official announcements
Worst Use:
Casual communication
Why It Works:
It combines politeness and clarity, making the message well-received.
Tone:
Polite, formal, respectful
24. I Wish to Bring to Your Attention
Meaning:
A professional way to highlight important information respectfully.
Detailed Explanation:
This phrase is slightly formal and works best when the information is significant or requires attention. It balances authority with courtesy.
Scenario Examples:
- “I wish to bring to your attention the revised project schedule.”
- “I wish to bring to your attention changes in the compliance guidelines.”
- “I wish to bring to your attention the upcoming audit deadlines.”
Best Use:
Professional emails, reports, corporate notices
Worst Use:
Informal or casual conversations
Why It Works:
It emphasizes importance politely, making the recipient feel respected.
Tone:
Formal, courteous, attentive
25. Please Be Made Aware
Meaning:
A formal and polite alternative for notifying someone.
Detailed Explanation:
This phrasing is useful when the information needs to be officially recognized. It is formal, clear, and professional.
Scenario Examples:
- “Please be made aware that the deadline has been extended.”
- “Please be made aware of the updated guidelines.”
- “Please be made aware that the meeting location has changed.”
Best Use:
Formal corporate communication, HR or executive updates
Worst Use:
Casual communication
Why It Works:
It ensures clarity and attention while being professional.
Tone:
Formal, professional, polite
26. For Your Awareness
Meaning:
A neutral, professional way to provide information for reference.
Detailed Explanation:
This alternative focuses on making the recipient aware without implying immediate action. It is suitable for professional or corporate environments.
Scenario Examples:
- “For your awareness, the new policy will be effective from next Monday.”
- “For your awareness, the project milestones have been updated.”
- “For your awareness, the training schedule is attached.”
Best Use:
Informational updates, internal emails
Worst Use:
Situations requiring direct action
Why It Works:
It communicates important information neutrally and professionally.
Tone:
Neutral, formal, professional
27. I Am Writing to Bring to Your Notice
Meaning:
A formal, professional phrasing to notify someone of significant information.
Detailed Explanation:
This phrase emphasizes that the information is important and worth noting, suitable for corporate communication or official letters.
Scenario Examples:
- “I am writing to bring to your notice the upcoming system maintenance.”
- “I am writing to bring to your notice the revised submission deadlines.”
- “I am writing to bring to your notice changes in the policy guidelines.”
Best Use:
Professional emails, executive communication, reports
Worst Use:
Casual chats
Why It Works:
It highlights importance politely, making it appropriate for professional contexts.
Tone:
Formal, respectful, attentive
28. Please Take This as Notification
Meaning:
A direct yet professional way to inform someone formally.
Detailed Explanation:
This phrasing is concise and professional. It clearly indicates the message is official and should be acknowledged.
Scenario Examples:
- “Please take this as notification that the office timings have changed.”
- “Please take this as notification of the updated policy.”
- “Please take this as notification that your request has been processed.”
Best Use:
Official communications, HR notices
Worst Use:
Informal emails
Why It Works:
It is direct, formal, and leaves no ambiguity about the message’s importance.
Tone:
Formal, clear, professional
29. I Am Writing to Make You Informed
Meaning:
A polite and formal phrasing suitable for professional emails.
Detailed Explanation:
This alternative focuses on ensuring the recipient is informed, making it ideal for project updates or policy changes.
Scenario Examples:
- “I am writing to make you informed about the new project deadlines.”
- “I am writing to make you informed of the revised company policy.”
- “I am writing to make you informed that the training schedule has been updated.”
Best Use:
Professional emails, official notifications
Worst Use:
Casual communication
Why It Works:
It emphasizes clarity and professionalism.
Tone:
Formal, courteous, informative
30. This Is to Bring to Your Attention
Meaning:
A formal alternative emphasizing importance and awareness.
Detailed Explanation:
This phrase is often used for critical updates or key announcements, balancing authority and politeness.
Scenario Examples:
- “This is to bring to your attention the updated project schedule.”
- “This is to bring to your attention changes in compliance regulations.”
- “This is to bring to your attention the new office guidelines.”
Best Use:
Professional emails, HR notifications, official announcements
Worst Use:
Informal chats
Why It Works:
It combines formal authority with respectful communication, making the information feel important.
Tone:
Formal, attentive, professional
Conclusion
Using alternatives to “This is to inform you” allows you to communicate important information with clarity, professionalism, and warmth. By choosing the right phrase for the context, relationship, and tone, your messages can feel respectful, engaging, and human-friendly.
Whether in emails, letters, or corporate announcements, these alternatives help you convey information effectively while building trust and professionalism.
