Other Ways to Say "This is to inform you" Professionally

Updated 2026-10-03 · Other Ways to Say It editorial team

Quick answer: The phrase 'This is to inform you' often sounds stiff and bureaucratic in modern business writing. To communicate more effectively, replace it with clearer, more direct language. Choosing the right alternative depends on your audience and the specific context of your message.

Formal Alternatives

Please be advised: Please be advised that the quarterly financial reports are now available for review on the shared drive.
We would like to notify you: We would like to notify you that your subscription has been successfully renewed for the upcoming year.
Kindly note: Kindly note that the office will remain closed next Monday in observance of the national holiday.
For your information: For your information, the project timeline has been adjusted to accommodate the new client requirements.
We wish to bring to your attention: We wish to bring to your attention a critical update regarding the software maintenance schedule.
This message serves to confirm: This message serves to confirm that your reservation has been secured for the upcoming conference.
We are writing to let you know: We are writing to let you know that the audit process has been completed successfully.
Please take notice: Please take notice that the building access codes will be changed starting next month.
We wish to inform you: We wish to inform you that the merger discussions have reached a preliminary agreement.
Be aware that: Be aware that the vendor contract will expire at the end of the current fiscal period.

Professional and Email Alternatives

I wanted to share an update: I wanted to share an update on the marketing campaign, which is currently exceeding our initial targets.
Here is some important news: Here is some important news: the client has approved the final design for the website overhaul.
I am reaching out to tell you: I am reaching out to tell you that the shipment has been delayed due to unforeseen weather conditions.
Just a quick note to let you know: Just a quick note to let you know that the meeting room has been moved to conference hall B.
I would like to update you: I would like to update you on the status of the invoice, which has been processed and paid.
Please see the details below: Please see the details below regarding the new safety protocols that will be implemented next week.
I am writing to confirm: I am writing to confirm our appointment for the strategy session scheduled for next Tuesday morning.
I wanted to make you aware: I wanted to make you aware that the server maintenance will occur during the overnight hours.
Here is the latest information: Here is the latest information regarding the product launch date, which has been set for early next month.
I am pleased to announce: I am pleased to announce that our team has successfully won the regional innovation award.

Casual Alternatives

Heads up: Heads up, the traffic is terrible today so I might be ten minutes late to the lunch meeting.
Just so you know: Just so you know, I already bought the ingredients for the party, so no need to shop.
FYI: FYI, the concert tickets are on sale this weekend if you still want to go with us.
I wanted to tell you: I wanted to tell you that the new movie we talked about is actually really good.
Guess what: Guess what, I finally finished reading that book you recommended last month.
Quick update: Quick update: the gym is closed for cleaning today, so we can meet at the park instead.
I have some news: I have some news: the restaurant we were thinking of is fully booked, so let's try the other one.
Let me know if you need anything: Let me know if you need anything else from the store before I head home.
Just a reminder: Just a reminder that we need to submit the group project by Friday evening.
I thought you should know: I thought you should know that the weather forecast calls for rain tomorrow, so bring an umbrella.

Warm and Friendly Alternatives

I am happy to share: I am happy to share that your order has been shipped and will arrive sooner than expected.
We are excited to let you know: We are excited to let you know that your application has been accepted into the program.
I wanted to give you a heads up: I wanted to give you a heads up that the team is planning a small celebration for your birthday.
Good news to share: Good news to share: the project deadline has been extended, giving us more time to review the work.
I am writing with good news: I am writing with good news: the client loved the proposal and wants to move forward immediately.
Please be aware, but no worries: Please be aware that the meeting starts five minutes late, but no worries, we will catch up.
I wanted to gently remind you: I wanted to gently remind you about the upcoming deadline for the annual review forms.
We would love to tell you: We would love to tell you that your feedback has been incorporated into the new design update.

When the Original Phrase Is Still Fine

The phrase 'This is to inform you' remains appropriate in highly formal legal notices, official government correspondence, or strict compliance documents where absolute neutrality and distance are required. In these specific contexts, the stiffness of the phrase signals seriousness and authority, making it a valid choice despite its archaic feel in general business communication.

How to Choose the Right Alternative

Select an alternative based on your relationship with the recipient and the urgency of the message. For close colleagues, casual phrases like 'Heads up' build rapport, while formal clients may prefer 'Please be advised.' Always aim for clarity and brevity; the goal is to deliver information efficiently without sounding robotic or overly abrupt.

Short and Simple Alternatives

For your records: I have attached the final contract for your records.
Update for you: Here is a quick update for you regarding the project timeline.
Sharing this with you: I am sharing this with you to ensure everyone stays aligned.
Please review: Please review the attached document and sign by Friday.
Note for the team: This is a brief note for the team about the new server.
Keeping you in the loop: I am keeping you in the loop on the client negotiations.
A quick heads-up: Just a quick heads-up that the meeting moved to 3 PM.
Your attention please: Your attention please regarding the change in office hours.

Alternatives for Text Messages

Update time: Update time: we secured the venue for the party.
Quick note: Quick note: don't forget to lock the back door.
Heads-up incoming: Heads-up incoming: the printer is broken until tomorrow.
Sharing a detail: Sharing a detail: the password is on the sticky note.

Phrases to Avoid

Per my last email: This sounds accusatory. Use 'Following up on my previous note' to stay polite.
As previously stated: This can feel dismissive. Try 'To reiterate the main point' for clarity.
I hope this finds you well: It is a cliché opener. Skip it and state your purpose directly.
Please be advised that: This is overly formal and legalistic. Use 'Please note' for a cleaner tone.

Frequently Asked Questions

Is 'This is to inform you' too formal for emails?

Yes, it often sounds stiff and bureaucratic in standard business emails. Using more direct phrases like 'I wanted to update you' creates a clearer and more engaging tone for most professional correspondence.

What is the best alternative for bad news?

For difficult messages, use empathetic phrasing like 'I am writing to let you know' or 'Please be aware.' These options soften the delivery while maintaining clarity and professionalism regarding the unfortunate update.

Can I use 'FYI' in professional settings?

Use 'FYI' only in informal internal communications with close colleagues. For external clients or senior management, opt for clearer phrases like 'For your information' or 'Here is an update' to maintain professionalism.

How do I start an email without 'Dear Sir/Madam'?

Start with a direct statement or a warm greeting like 'Hello Team' or 'Hi [Name].' Following this with a clear purpose statement, such as 'I am writing to confirm,' keeps the email engaging and focused.