Hey there! If you've ever needed to communicate important updates or convey official information, you know how crucial it is to choose the right words. Phrases like "This is to inform you" are common in professional settings, but relying solely on that can sound a bit stiff or outdated. In today's article, I’ll show you professional, clear, and versatile ways to say "This is to inform you" — so your messages stay polished and effective.
Whether you're drafting emails, official notices, or formal reports, mastering these alternatives boosts your communication skills and makes your message stand out. Let’s dive into the best ways to say this with style, clarity, and professionalism!
Why Finding the Right Phrase Matters
Using the appropriate phrase can:
- Enhance your professionalism
- Make your message clearer
- Engage your audience better
- Prevent misunderstandings
- Save your time and effort in crafting messages
Now, I’ll introduce 15+ professional ways to say "This is to inform you," complete with examples, tips, and exercises to perfect your usage.
1. Clear Alternatives with Definitions
First, let’s understand what these phrases mean and when to use them. Here’s a quick reference:
| Phrase | Formality Level | Typical Use | Example Context |
|---|---|---|---|
| I am writing to inform you | Very formal | Official notices, emails | Notifications, reports |
| Please be advised that | Formal | Legal, safety notices | Legal updates, warnings |
| Kindly note that | Formal | Business communications | Meeting notices, updates |
| We would like to inform you | Formal | Customer notifications | Service updates |
| It is my duty to inform you | Formal | Official responsibilities | Compliance reports |
| I wish to notify you | Formal | Formal alerts | Policy changes, updates |
| Just a quick note to tell you | Casual/formal | Friendly updates | Team updates |
| I am pleased to inform you | Formal, positive | Good news | Promotions, achievements |
| Please be aware that | Neutral | General notifications | Policy or schedule changes |
| I want to bring to your attention | Neutral | Highlighting issues | Concerns, updates |
2. Comprehensive List: Professional Phrases to Say "This Is to Inform You"
Let me take you through 15+ professional phrases with example sentences, categorized by tone and purpose:
| Phrase | Usage | Example Sentence |
|---|---|---|
| I am writing to inform you | Formal, standard | I am writing to inform you that your appointment is scheduled for next Monday. |
| Please be advised that | Formal, legal | Please be advised that the deadline has been extended to May 15. |
| Kindly note that | Formal, polite | Kindly note that the office will be closed from December 24 to January 2. |
| We are pleased to inform you | Positive, professional | We are pleased to inform you that your application has been approved. |
| It is my duty to inform you | Official, serious | It is my duty to inform you of the recent policy updates. |
| I wish to notify you | Formal, neutral | I wish to notify you of the upcoming maintenance schedule. |
| Please be aware that | Formal, cautionary | Please be aware that the report deadline is next Thursday. |
| I want to bring to your attention | Neutral, highlighting | I want to bring to your attention the new compliance requirements. |
| This is to inform you that | Standard, versatile | This is to inform you that your invoice has been processed. |
| We would like to inform you | Polite, professional | We would like to inform you of the changes to your subscription plan. |
| I am pleased to announce | Positive, formal | I am pleased to announce the launch of our new product line. |
| Please note that | Neutral | Please note that the facilities will be unavailable during maintenance. |
| It has come to our attention | Formal, objective | It has come to our attention that some reports were delayed. |
| Allow me to inform you | Formal, respectful | Allow me to inform you about the upcoming training session. |
| I am happy to inform you | Positive, welcoming | I am happy to inform you that your request has been approved. |
3. Proper Usage & Order When Combining Phrases
Sometimes, you might want to combine phrases for clearer communication. Here’s a simple rule of thumb:
- Start with a polite introductory phrase (e.g., "Please be advised that")
- Follow with the core message (what you are informing them about)
- End with a courteous closing (e.g., "Thank you for your attention.")
Example:
Please be advised that the office will be closed on Friday due to public holiday. Thank you for your understanding.
Tip: Keep the message concise and respectful when combining phrases.
4. Variations for Different Contexts
Different situations call for different phrases. Here are some categories and suitable alternatives:
| Category | Phrase Examples | Context/Usage |
|---|---|---|
| Good news | I am pleased to inform you | Announcing positive updates |
| Changes in policy | Kindly note that | Policy or procedure updates |
| Reminders | Just a quick note to tell you | Friendly reminder or follow-up |
| Urgent notices | Be advised that | Urgent or time-sensitive info |
| Formal reports | It has come to our attention | Reporting issues or findings |
5. Importance of Choosing the Right Phrase
Proper phrasing enhances credibility and clarity. For example:
- "Please be advised that your account will be suspended" sounds professional and firm.
- "Just a quick note that your account is suspended" sounds casual and less authoritative.
Using the correct phrase also sets the tone — whether friendly, urgent, or formal — ensuring your message hits the right note.
6. Tips for Success When Using These Phrases
- Match your phrase to your audience; legal notices require formal language, while team memos can be more relaxed.
- Be clear and direct; avoid ambiguity.
- Use active voice to make sentences more engaging.
- Always proofread for tone and clarity.
- Use specific details for clarity (“scheduled for next Monday” vs. “soon”).
7. Common Mistakes & How to Avoid Them
| Mistake | Correct Approach | Explanation |
|---|---|---|
| Being too vague | Use specific phrases like "the deadline" or "your account" | Clarity avoids confusion |
| Overusing the same phrase | Mix different phrases based on context | Keeps communication fresh and appropriate |
| Using informal language in formal notices | Stick to professional phrases | Maintains credibility |
| Failing to proofread | Double-check for grammatical mistakes | Ensures professionalism |
8. Similar Variations and Related Phrases
Here are some alternate expressions you can adapt:
- "This is to bring to your attention…"
- "We are contacting you to…"
- "We want to notify you…"
- "With this message, we inform you…"
- "This notice serves to…"
Using these variations helps prevent repetitive language and adds variety to your communications.
9. Why It Matters: The Power of Professional Phrasing
Using polished, appropriate phrases when informing others shows respect, professionalism, and clarity. It enhances trust and ensures your message is taken seriously. Whether communicating internally within a team or externally to clients, stakeholders, or authorities, choosing the right words makes all the difference.
10. Practice Exercises to Sharpen Your Skills
Let's practice! Try these exercises to build confidence:
a. Fill-in-the-blank
- _______ that your scheduled maintenance will occur on Sunday.
- _______ you that your request has been approved.
- _______ that the deadline has been moved forward.
b. Error correction
- Incorrect: Just a quick note to tell you that your payment is due.
- Correct: _______________
c. Identification
- Which phrase is appropriate for announcing good news?
A) Please be advised
B) I am pleased to inform you
C) Just a note
d. Sentence construction
Construct a professional message using at least two different phrases from the list.
11. Category Matching Activity
Match the phrase to its best use:
| Phrase | Best used for |
|---|---|
| I am writing to inform you | ____ |
| Please be aware that | ____ |
| I am pleased to announce | ____ |
| We would like to inform you | ____ |
| Just a quick note to tell you | ____ |
Final Thoughts and Action Points
Mastering professional ways to say "This is to inform you" is essential for clear, respectful, and impactful communication. By choosing the right phrase and understanding its context, you'll elevate your writing and create messages that resonate.
Start practicing today! Incorporate these phrases into your daily communications and notice how your professionalism shines through.
Summary
In this article, I covered over 15 versatile, professional ways to say "This is to inform you," along with detailed examples, tips, common mistakes to avoid, and engaging exercises. Remember, the goal isn’t just to sound formal but to communicate clearly and respectfully. Whether you’re writing emails, reports, or notices, the right phrase makes all the difference. Keep practicing, and your messages will always hit the mark!
Ready to elevate your communication? Use these professional phrases confidently to make your messages clear, respectful, and impactful!