Hey friends! Ever stared at an email or message and thought, “There has to be a nicer way to say ‘Please be informed’”? If so, you’re not alone. Using polite and thoughtful language can make your communication more engaging, respectful, and effective. Whether you're a student writing a report, a professional sending an update, or just trying to be more courteous in daily conversations, knowing alternative ways to say “Please be informed” can really boost your message.
In this guide, I’ll walk you through a variety of polite expressions, explain their nuances, give practical examples, and share tips to help you communicate clearly and courteously every time. Plus, I’ve included common mistakes to avoid — because sometimes, the right tone makes all the difference.
Ready? Let’s dive in!
Why Use Polite Alternatives for "Please Be Informed"?
Using polite alternatives to "Please be informed" serves multiple purposes:
- Builds Respect: Shows consideration for your audience.
- Enhances Clarity: Keeps your message direct but courteous.
- Maintains Professionalism: Perfect for work emails, official notices, or formal settings.
- Prevents Offense: Avoids sounding abrupt or commanding.
Now, let’s explore some versatile and respectful ways to convey the same message.
Alternative Phrases to Say "Please Be Informed"
1. I Would Like to Inform You That…
A friendly and professional way to introduce important news or updates.
- Example: I would like to inform you that the meeting has been rescheduled.
2. Kindly Note That…
Adds a polite tone, suitable for formal messages.
- Example: Kindly note that the office will be closed tomorrow.
3. Please Be Aware That…
Emphasizes the importance, yet remains courteous.
- Example: Please be aware that the deadline has been extended.
4. Please Take Note of…
A gentle way to draw attention to critical information.
- Example: Please take note of the new company policies.
5. It’s Important to Know That…
Highlights significance without sounding stern.
- Example: It’s important to know that registration closes at midnight.
6. We Wish to Bring to Your Attention That…
Very polite and often used in formal notices.
- Example: We wish to bring to your attention that the payment is overdue.
7. Just a Quick Note:…
Casual and friendly, perfect for informal updates.
- Example: Just a quick note: the event has been postponed.
8. For Your Information (FYI)…
Commonly used in emails to share information without expecting a reply.
- Example: For your information, the office will be closed next week.
9. Please Be Advised That…
Formal and authoritative, good for official notices.
- Example: Please be advised that your account will be suspended if payment isn’t received.
10. Allow Me to Update You on…
A courteous way to provide updates, especially in conversation.
- Example: Allow me to update you on the project status.
Deep Dive: How to Use These Alternatives Effectively
| Phrase | Typical Context | Example Sentence | Tone | Formality |
|---|---|---|---|---|
| I Would Like to Inform You That… | Formal emails, official notices | I would like to inform you that your order has shipped. | Respectful & professional | High |
| Kindly Note That… | Business communication | Kindly note that the seminar has been moved to next month. | Polite & gentle | Moderate to high |
| Please Be Aware That… | Situations needing awareness | Please be aware that the new policy starts tomorrow. | Clear & courteous | Moderate |
| Please Take Note of… | Notifications, alerts | Please take note of the upcoming maintenance schedule. | Neutral & courteous | Moderate |
| FYI (For Your Information) | Informal, quick updates | FYI, the report is due Friday. | Casual | Low to moderate |
| Please Be Advised That… | Official notices, legal contexts | Please be advised that your appointment has been canceled. | Formal, authoritative | Very high |
Why Use These Expressions?
Using these phrases appropriately improves your communication in various settings:
- Professional: Ensures your messages are respectful and effective.
- Personal: Shows consideration when sharing important updates.
- Academic: Enhances clarity and politeness when notifying peers or teachers.
15 Contexts/Categories for Using Polite Informed Expressions
| Category | Example Expression | Example Sentence |
|---|---|---|
| Business | Kindly note that… | Kindly note that the meeting will start at 10 AM. |
| Academic | I would like to inform you that… | I would like to inform you that the assignment deadline is extended. |
| Legal | Please be advised that… | Please be advised that your contract expires next month. |
| Casual | Just a quick note… | Just a quick note: I’ll be out of town tomorrow. |
| Event Planning | Please take note of… | Please take note of the venue change. |
| Healthcare | Please be aware that… | Please be aware that the prescription has been updated. |
| Technology | For your information (FYI)… | FYI, the system will undergo maintenance tonight. |
| Customer Service | We wish to bring to your attention that… | We wish to bring to your attention that your issue has been resolved. |
| HR/Internships | Allow me to update you on… | Allow me to update you on your application status. |
| Government | Please be advised that… | Please be advised that new regulations are in effect. |
| Social Media | Just a quick note:… | Just a quick note: Our sale starts this Friday! |
| Finance | It’s important to know that… | It’s important to know that your payment has been received. |
| Travel & Hospitality | Kindly note that… | Kindly note that check-in time is 3 PM. |
| Real Estate | Please be informed that… | Please be informed that the property is under inspection. |
| Personal Communication | I’d like to let you know that… | I’d like to let you know that I’ll be late. |
Tips for Success in Politely Informing Others
- Match tone to audience: Formal for official notices, casual for friends.
- Be clear and concise: Avoid excessive details that could confuse.
- Use active voice: Keeps your message direct — e.g., “We will update you” instead of “You will be updated.”
- Keep positive language: Focus on what’s happening, not what’s wrong.
- Proofread: Avoid unintentional faux pas or miscommunication.
Common Mistakes to Avoid
| Mistake | How to Fix | Explanation |
|---|---|---|
| Using blunt language like “Inform you that…” | Use “I would like to inform you that…” | Sounds more polite and less commanding |
| Overloading sentences with jargon | Simplify language | Ensures your message is understood and respectful |
| Ignoring tone in formal contexts | Match phrase to formality | E.g., Avoid casual phrases in official notices |
| Forgetting to include necessary details | Be specific and clear | Complete information prevents confusion |
Variations & Making Your Message Stand Out
- Adding Courteous Words: “Please,” “Kindly,” “Would you mind,” “We appreciate your attention to…”
- Using Questions Politely: “May I inform you that…?” or “Would you be so kind as to note that…”
- Combining Phrases: “Please kindly note that…” or “We wish to inform you and kindly ask you to be aware that…”
Proper Order When Using Multiple Formal Informed Phrases
When combining expressions, ensure clarity:
- Always start with a polite introduction.
- Follow with the key information.
- End with an action or polite closing.
Example:
“Please be advised that the scheduled maintenance will occur on Saturday. Kindly ensure that all systems are shut down before 8 PM. We appreciate your cooperation.”
Practice Exercises
Here are some quick practice activities to hone your skills:
1. Fill-in-the-blank:
Fill in the blank with an appropriate polite phrase.
a) ________ that the deadline has been moved up.
b) ________ note that the office will be closed on Monday.
c) ________ you are aware, the new policy will take effect next week.
2. Error correction:
Identify and correct the impolite phrase:
- “You need to know that payment is late.”
Correction: “Please be informed that your payment is late.”
3. Identification:
Which phrase best suits a formal email?
- a) FYI
- b) Kindly note that…
- c) Just a quick note…
Answer: b) Kindly note that…
4. Sentence construction:
Create a polite message informing someone that their application is being processed.
5. Category matching:
Match the phrase to the appropriate scenario:
- a) Please be advised that… | Legal notices
- b) FYI | Casual updates
- c) I would like to inform you that… | Business emails
Why Proper Use of Informed Phrases Matters
Using polite and clear phrases when sharing important information not only improves your communication but also preserves positivity and respect in your relationships. It fosters trust, reduces misunderstandings, and shows you care about how your message is received.
Summary & Final Action Point
To wrap this up: Mastering polite ways to say "Please be informed" enriches your communication toolkit. Whether in professional emails, personal messages, or formal notices, choosing the right phrase makes your message more respectful, effective, and memorable.
Here’s my tip — next time you need to share important information, ask yourself — what’s the best, most polite way to inform? With practice, these phrases will become second nature, making your communication not just clear, but courteous too. Remember, kind words leave lasting impressions!
Thanks for reading! Now go ahead and try out these alternatives. Your inbox (and your recipients) will thank you!