Many people open a message with This Is To Inform You, but it can sound stiff and robotic. Good professional emails need a friendly tone and clear communication. The right alternative expressions make your business communication feel warm and personable. Better still, these polished alternatives help you share important updates without sounding distant.
In this communication guide, you will learn other ways to say this is to inform you with practical examples. Each phrase fits workplace communication, customer service, or everyday conversations. You will also see how formal language differs from casual language. As a result, you can pick appropriate wording that boosts message clarity and builds professional relationships.
What Does “This Is To Inform You” Mean?
“This Is To Inform You” is a formal expression used to introduce information that someone needs to know. It commonly appears in business emails, official letters, workplace announcements, and administrative notices. The phrase signals that the writer is sharing an update, making an announcement, or communicating an important fact. For example, “This is to inform you that the meeting has been postponed” tells the recipient about a change in the schedule.
The expression is generally understood as a formal way of saying “I am writing to let you know.” It can sound professional when used in official communication, but it may feel stiff in everyday conversations or friendly messages. The best wording depends on the recipient, the importance of the information, and the tone you want to convey.
Common Situations Where “This Is To Inform You” Is Used
People use this expression when they need to communicate information clearly and formally. It is particularly common in workplaces, educational institutions, customer service, and administrative communication.
Common situations include:
- Workplace emails: Informing employees about policy changes, deadlines, meetings, or new procedures.
- Official letters: Announcing decisions, appointments, approvals, or administrative updates.
- School communication: Notifying students or parents about examinations, schedules, or school events.
- Customer communication: Sharing information about orders, services, payments, or changes in business policies.
- Formal announcements: Communicating closures, planned maintenance, or important organizational updates.
- Professional messages: Letting colleagues or clients know about progress, changes, or completed tasks.
In these situations, alternatives can make your message more direct and readable. For example, “Please note that the deadline has changed” may sound clearer than a long formal opening. Similarly, “I wanted to let you know” works well when you want a more personal and approachable tone.
Is It Professional or Polite to Say “This Is To Inform You”?
Yes, “This Is To Inform You” is generally professional and formal. It is appropriate when communicating official information, announcing a decision, or notifying someone about an important change. However, its tone can sometimes feel distant or unnecessarily bureaucratic, especially when used in routine emails or conversations with familiar colleagues.
For professional communication, phrases such as “Please be advised” and “I am writing to inform you” can suit formal notices and business correspondence. If you want a friendlier approach, “I wanted to let you know” or “Just a quick update” may feel more natural. For important announcements, “Please note that” clearly directs attention to the information that follows.
The expression is not inherently rude or impolite. Its effectiveness depends on the situation and the wording of the complete message. Choose language that matches the importance of the information and your relationship with the recipient.
Advantages and Disadvantages of Saying “This Is To Inform You”
Advantages
The phrase has several practical benefits in formal communication. It immediately signals that the message contains information the recipient should know. Its formal tone suits official letters, administrative notices, and organizational announcements. It also provides a straightforward introduction to important details, such as policy updates, schedule changes, or decisions.
Another advantage is its familiarity in traditional business writing. Readers can generally understand its purpose without needing additional explanation.
Disadvantages
The main drawback is that the phrase can sound stiff, impersonal, or outdated in some settings. It may also make a simple message longer than necessary. For example, “This is to inform you that I will be absent tomorrow” can usually be shortened to “I wanted to let you know that I will be absent tomorrow.”
Repeated use may make emails feel formulaic. In friendly or collaborative communication, a more natural expression can help establish a warmer tone without sacrificing clarity. The phrase also does not explain the importance of the information by itself, so the following sentence must still communicate the message clearly.
Synonyms for “This Is To Inform You”
- I Am Writing to Inform You
- I Would Like to Inform You
- I Am Writing to Let You Know
- Please Be Informed
- Please Be Advised
- Please Note That
- I Would Like to Notify You
- I Wanted to Let You Know
- This Is to Notify You
- I Am Pleased to Announce
- I Regret to Inform You
- For Your Information
- Kindly Note That
- I Would Like to Bring to Your Attention
1. I Am Writing to Inform You
Meaning
“I Am Writing to Inform You” introduces information in a formal and professional manner. It tells the recipient that the purpose of the message is to communicate a specific fact, decision, or update.
Definition
A formal expression used to introduce important information in written communication.
Detailed Explanation
This phrase is particularly useful in emails and official letters because it clearly establishes the purpose of the message. It sounds more personal than “This Is To Inform You” because it directly identifies the writer’s action. However, it remains formal and may be unnecessary for a short, routine update. Use it when the information deserves a professional introduction.
Scenario Examples
Scenario: You are notifying a manager about a completed assignment.
Example: I am writing to inform you that the final report is ready for review.
Scenario: You need to announce a change in a scheduled appointment.
Example: I am writing to inform you that your appointment has been moved to Thursday.
Scenario: You are contacting a university office about an administrative decision.
Example: I am writing to inform you that your application has been approved.
Best Use
Use this expression in formal emails, business letters, official notifications, and administrative correspondence. It works especially well when the message concerns an important update.
Tone
Tone: Formal, professional, respectful.
Its wording establishes a clear purpose and suits communication where professionalism matters.
2. I Would Like to Inform You
Meaning
“I Would Like to Inform You” politely introduces information that the recipient should know. It sounds courteous and slightly more indirect than “I am writing to inform you.”
Definition
A polite expression used to communicate information in a formal or professional setting.
Detailed Explanation
The phrase emphasizes courtesy by framing the announcement as something the writer would like to communicate. It is useful when addressing a senior colleague, client, administrator, or someone you do not know well. Although it sounds respectful, it can feel wordy in short messages. A simpler expression may be more effective when the information is routine.
Scenario Examples
Scenario: You are telling a client about a service change.
Example: I would like to inform you that our office hours will change next month.
Scenario: You are writing to a professor about a submission.
Example: I would like to inform you that I have submitted the assignment.
Scenario: You are communicating an important workplace announcement.
Example: I would like to inform you that the new attendance policy takes effect on Monday.
Best Use
Use it in formal correspondence, polite business emails, academic communication, and messages to unfamiliar recipients.
Tone
Tone: Courteous, formal, considerate.
The phrase softens the announcement while maintaining a professional style.
3. I Am Writing to Let You Know
Meaning
“I Am Writing to Let You Know” communicates information in a clear, natural, and professional way. It serves the same general purpose as the original phrase but sounds less stiff.
Definition
A written expression used to tell someone about an update, decision, or relevant fact.
Detailed Explanation
This alternative works well when you want a balance between professionalism and friendliness. It is suitable for everyday business communication without sounding like an official notice. The phrase also makes the purpose of the message easy to understand. Compared with the original, it feels more conversational while remaining appropriate for most workplace emails.
Scenario Examples
Scenario: You are telling a coworker about a meeting change.
Example: I am writing to let you know that tomorrow’s meeting will begin at 10 a.m.
Scenario: You need to update a customer about an order.
Example: I am writing to let you know that your order has been shipped.
Scenario: You are contacting a teacher about your availability.
Example: I am writing to let you know that I will be unable to attend Friday’s session.
Best Use
Use this phrase in professional emails, customer updates, academic messages, and written communication that should sound approachable.
Tone
Tone: Professional, friendly, clear.
It communicates the information directly without the stiffness of traditional formal language.
4. Please Be Informed
Meaning
“Please Be Informed” asks the recipient to take notice of the information being shared. It is a formal expression often associated with official announcements and administrative communication.
Definition
A formal phrase used to direct someone’s attention to important information.
Detailed Explanation
This expression sounds more official than conversational. It may be suitable for notices about rules, requirements, decisions, or organizational changes. However, it can sound impersonal and is less natural in everyday business emails. In many situations, “Please note that” communicates the same intention more smoothly.
Scenario Examples
Scenario: An organization announces a change in its operating schedule.
Example: Please be informed that the office will remain closed on Monday.
Scenario: A training center reminds participants about a requirement.
Example: Please be informed that attendance is mandatory for all scheduled sessions.
Best Use
Use it in official notices, administrative announcements, formal circulars, and institutional communication. Avoid it when a friendly or personal tone is important.
Tone
Tone: Official, formal, direct.
Its wording emphasizes the importance of the announcement rather than personal warmth.
5. Please Be Advised
Meaning
“Please Be Advised” tells the recipient to be aware of information that may affect them. It often introduces a policy, instruction, warning, or important change.
Definition
A formal expression used to alert someone to relevant information or a requirement.
Detailed Explanation
This phrase is common in legal, administrative, customer service, and corporate communication. It can sound firm because it directs attention to information the recipient may need to act on. Unlike the original phrase, it often suggests that the information has practical consequences. Use it carefully when a softer message would better support a positive relationship.
Scenario Examples
Scenario: A service provider announces planned maintenance.
Example: Please be advised that online payments will be unavailable from midnight to 2 a.m.
Scenario: A company explains a submission deadline.
Example: Please be advised that all expense claims must be submitted by Friday.
Scenario: A landlord communicates a scheduled inspection.
Example: Please be advised that the annual property inspection will take place next week.
Best Use
Use it for formal notices, policy updates, service announcements, and messages involving rules or deadlines.
Tone
Tone: Formal, firm, authoritative.
The phrase draws attention to important details and may feel more forceful than a friendly update.
6. Please Note That
Meaning
“Please Note That” politely directs attention to a particular fact or detail. It introduces information that the reader should remember or consider.
Definition
A concise expression used to highlight relevant information.
Detailed Explanation
This phrase is often more natural than the original when you want to emphasize a specific detail. It works in professional emails, instructions, reports, and announcements. It does not necessarily suggest bad news or a formal decision; it simply signals that the information matters. However, overusing it can make writing sound repetitive, so reserve it for details that genuinely need attention.
Scenario Examples
Scenario: You are reminding employees about a deadline.
Example: Please note that all timesheets must be approved by Thursday afternoon.
Scenario: A school informs parents about an early dismissal.
Example: Please note that students will leave school at noon on Friday.
Scenario: You are explaining a booking condition to a customer.
Example: Please note that cancellations made within 24 hours may incur a fee.
Best Use
Use it in work emails, instructions, reports, customer messages, and announcements containing important details.
Tone
Tone: Professional, polite, direct.
It highlights information without adding unnecessary formality.
7. I Would Like to Notify You
Meaning
“I Would Like to Notify You” communicates an official update or makes the recipient aware of a specific event, decision, or change.
Definition
A formal expression used to deliver a notification.
Detailed Explanation
The word “notify” often suggests a defined event or an administrative action rather than general information. This makes the phrase useful for communicating schedule changes, account updates, decisions, and official requirements. It can sound more procedural than “I would like to inform you.” Choose it when the message functions as a notification rather than a personal explanation.
Scenario Examples
Scenario: An administrator informs an employee about an upcoming review.
Example: I would like to notify you that your annual performance review is scheduled for Tuesday.
Scenario: A service team communicates an account change.
Example: I would like to notify you that your account details have been updated.
Scenario: A school office announces a timetable adjustment.
Example: I would like to notify you that the examination timetable has been revised.
Best Use
Use it in administrative emails, official notifications, account-related communication, and workplace announcements.
Tone
Tone: Formal, procedural, professional.
The wording makes the message sound like an official notification.
8. I Wanted to Let You Know
Meaning
“I Wanted to Let You Know” shares information in a natural and approachable way. It is especially useful when the writer wants to sound considerate rather than overly formal.
Definition
A conversational expression used to tell someone something relevant or important.
Detailed Explanation
This phrase is less formal than the original and often feels more personal. It works well for routine updates, friendly workplace communication, and messages to people you know. The past-tense wording is a common conversational way to introduce what you are communicating now; it does not necessarily mean the information is outdated. For a highly official announcement, a more formal alternative may be preferable.
Scenario Examples
Scenario: You are telling a colleague about a change in your schedule.
Example: I wanted to let you know that I’ll be working from home tomorrow.
Scenario: You are updating a friend about your plans.
Example: I wanted to let you know that I’ll arrive a little later than expected.
Scenario: You are following up with a customer about a resolved issue.
Example: I wanted to let you know that the technical issue has now been fixed.
Best Use
Use it in friendly emails, team messages, personal communication, and routine customer updates where warmth matters.
Tone
Tone: Warm, conversational, considerate.
It shares information without making the message feel like an official notice.
9. This Is to Notify You
Meaning
“This Is to Notify You” introduces a formal notification about a particular matter. It is similar to the original phrase but places more emphasis on the act of notification.
Definition
A formal expression used to announce or communicate a specific update.
Detailed Explanation
This wording is useful when an organization or individual needs to create a clear written record of a notification. It may appear in official correspondence concerning deadlines, appointments, policy changes, or administrative decisions. However, it can sound rigid in everyday conversation. In many emails, stating the update directly will make the message easier to read.
Scenario Examples
Scenario: A company informs staff about a scheduled system update.
Example: This is to notify you that the internal system will be unavailable on Saturday.
Scenario: An institution communicates a change to an appointment.
Example: This is to notify you that your interview has been rescheduled for next Wednesday.
Best Use
Use it in formal notices, administrative correspondence, official letters, and documented notifications.
Tone
Tone: Formal, official, straightforward.
Its structure emphasizes the notification itself and is best suited to written communication.
10. I Am Pleased to Announce
Meaning
“I Am Pleased to Announce” introduces positive news or a welcome development. It expresses the writer’s happiness about the information being shared.
Definition
A formal expression used to present good news or a positive announcement.
Detailed Explanation
Unlike the original phrase, this alternative communicates an emotional response as well as information. It is suitable for announcing promotions, achievements, successful projects, new appointments, or organizational milestones. It should not be used for neutral updates or disappointing news because “pleased” suggests a positive feeling. Choosing this phrase makes the announcement more celebratory and engaging.
Scenario Examples
Scenario: A manager announces an employee’s promotion.
Example: I am pleased to announce that Sarah has been promoted to team leader.
Scenario: A school shares an academic achievement.
Example: I am pleased to announce that our students achieved excellent results in the regional competition.
Scenario: A business introduces a new service.
Example: I am pleased to announce that our new customer support service launches next month.
Best Use
Use it in company announcements, newsletters, formal presentations, professional emails, and celebratory messages.
Tone
Tone: Positive, professional, enthusiastic.
It communicates good news while adding warmth and a sense of occasion.
Read More: 15 Other Ways to Say “Stay Tuned” (With Examples)
11. I Regret to Inform You
Meaning
“I Regret to Inform You” introduces information that is disappointing, unfortunate, or unwelcome. It expresses regret about having to share the news.
Definition
A formal expression used to communicate bad news politely.
Detailed Explanation
This phrase is more emotionally specific than the original. It is appropriate when rejecting an application, announcing an unsuccessful outcome, or explaining an unfortunate decision. The wording signals sympathy or regret, although it does not necessarily mean the writer caused the problem. Because it prepares the reader for disappointing information, it should not be used for ordinary updates or positive announcements.
Scenario Examples
Scenario: A recruiter informs an applicant about an unsuccessful application.
Example: I regret to inform you that we have selected another candidate for the position.
Scenario: A school communicates a cancellation.
Example: I regret to inform you that tomorrow’s field trip has been canceled due to severe weather.
Scenario: A business responds to a request it cannot fulfill.
Example: I regret to inform you that the requested item is currently unavailable.
Best Use
Use it in formal rejection letters, sensitive business correspondence, official notices about cancellations, and messages communicating disappointing decisions.
Tone
Tone: Formal, apologetic, considerate.
It acknowledges the unpleasant nature of the information and helps introduce bad news respectfully.
12. For Your Information
Meaning
“For Your Information” introduces information that the recipient may find useful or should know. It often appears when sharing a detail without requiring an immediate response.
Definition
An expression used to provide information for someone’s awareness or reference.
Detailed Explanation
This phrase is commonly used in emails, reports, and workplace messages when the main goal is to share relevant details. It differs from the original because it can sound less like a formal announcement and more like a note for the recipient’s awareness. However, depending on context, “FYI” or “For Your Information” may sound dismissive or pointed, especially when correcting someone. Keep the surrounding message courteous and clear.
Scenario Examples
Scenario: You share a document with a colleague who may need it later.
Example: For your information, the updated project schedule is attached.
Scenario: You inform a teammate about a decision already made.
Example: For your information, the client has approved the revised design.
Scenario: You give a coworker background before a meeting.
Example: For your information, the budget discussion has been moved to the afternoon session.
Best Use
Use it in work emails, internal updates, reference messages, and situations where someone needs information but may not need to act on it immediately.
Tone
Tone: Informative, neutral, professional.
It focuses on awareness rather than announcing a major decision.
13. Kindly Note That
Meaning
“Kindly Note That” politely draws attention to information, a requirement, or a change. It is commonly used in formal workplace and administrative communication.
Definition
A polite expression used to highlight an important detail or instruction.
Detailed Explanation
This phrase is especially familiar in some varieties of international business English. It can sound courteous and formal, although its naturalness varies by region and workplace culture. In some contexts, “Please note that” sounds more idiomatic and less stiff. Use “Kindly note that” when it suits your audience, especially when communicating instructions or reminders respectfully.
Scenario Examples
Scenario: An office reminds employees about a reporting requirement.
Example: Kindly note that all monthly reports must be submitted by the third working day.
Scenario: A training provider explains a registration condition.
Example: Kindly note that registration closes once all available places have been filled.
Scenario: A customer service representative explains a change in delivery arrangements.
Example: Kindly note that weekend deliveries are not available in your area.
Best Use
Use it in formal emails, administrative instructions, customer notices, and professional reminders, particularly where this wording is customary.
Tone
Tone: Polite, formal, instructional.
It signals courtesy while directing the reader’s attention to an important detail.
14. I Would Like to Bring to Your Attention
Meaning
“I Would Like to Bring to Your Attention” introduces something that deserves special notice or consideration. It often highlights an issue, concern, risk, or important detail.
Definition
A formal expression used to draw someone’s attention to a particular matter.
Detailed Explanation
This phrase is more specific than a general notification because it emphasizes the importance of the subject. It is useful when raising a concern, identifying a problem, or pointing out information the recipient may have overlooked. However, it can sound overly formal for routine updates. Use it when the matter genuinely requires attention, and explain the issue clearly afterward.
Scenario Examples
Scenario: An employee raises a concern about a project deadline.
Example: I would like to bring to your attention that the current timeline may affect the quality of the final report.
Scenario: A teacher informs a parent about a student’s missed assignments.
Example: I would like to bring to your attention that several assignments remain incomplete.
Scenario: A team member identifies an issue in a document.
Example: I would like to bring to your attention a discrepancy in the latest financial summary.
Best Use
Use it in formal emails, professional reports, workplace concerns, academic communication, and messages that highlight an issue requiring attention.
Tone
Tone: Formal, respectful, serious.
The expression gives the subject extra weight without necessarily sounding confrontational.
Frequently Asked Questions
What are the best other ways to say this is to inform you?
Try I wanted to let you know or I’m reaching out to share for professional emails. These polished alternatives sound natural and keep your message clear.
Why should I avoid This Is To Inform You in email writing?
This phrase often creates stiff language and robotic writing. As a result, a distant tone can hurt reader engagement.
How do I choose between formal language and casual language?
Match your wording to your reader and the setting. Use formal language for client communication and official information, and use casual language for everyday conversations.
Conclusion
In short, you no longer need to rely on This Is To Inform You to share important updates. These polished alternatives keep your professional emails clear, natural, and friendly. Match your formal language or casual language to your reader, and your business communication will feel warm and personable. With the right appropriate wording, you can build professional relationships and improve message clarity every time.
