Effective communication is vital in any professional setting, and expressing information formally is an art. Often, we find ourselves using the phrase “This is to inform you” in emails or letters. However, there are various ways to convey the same message with finesse. Let’s explore 15 alternatives and provide scenario examples for each.
1. Allow Me to Apprise You That…
Dear Justin Taylor,
Allow me to apprise you that your recent project proposal has been approved. We are impressed with the thoroughness and innovation in your approach. The next steps will involve scheduling a meeting to discuss the implementation details.
Best regards, James Wilson
Additional Tip: This phrase adds a touch of formality and authority, making it suitable for professional updates or approvals.
2. I Wish to Inform You That…
Subject: I Wish to Inform You That the Deadline Has Been Extended Dear Justin Taylor,
I wish to inform you that the deadline for project submissions has been extended by one week. This decision has been made to ensure that everyone has sufficient time to refine their deliverables.
Best, James Wilson
Additional Tip: This phrase is polite and straightforward, suitable for delivering news or updates.
3. Please Be Advised That…
Subject: Please Be Advised That Changes Have Been Made to the Schedule Dear Justin,
Please be advised that adjustments have been made to the upcoming meeting schedule. Kindly review the attached updated calendar to ensure you are aware of the modifications.
Best, James
Additional Tip: “Please be advised” imparts a sense of importance and urgency, making it suitable for critical information.
4. Kindly Be Informed That…
Subject: Kindly Be Informed That Your Membership Renewal is Due Dear Justin Taylor,
Kindly be informed that your membership renewal is due by the end of this month. To avoid any disruptions to your benefits, we recommend completing the renewal process at your earliest convenience.
Warm regards, James Wilson
Additional Tip: This phrase is often used for official notifications, ensuring a polite yet authoritative tone.
5. I Am Writing to Notify You That…
Subject: I Am Writing to Notify You That Your Order Has Shipped Dear Justin,
I am writing to notify you that your recent order has been successfully shipped. You can track the delivery using the provided tracking number in the attached document.
Best, James Wilson
Additional Tip: “I am writing to notify you” is a direct and professional way to convey information, suitable for various contexts.
6. This Correspondence Serves to Inform You That…
Subject: This Correspondence Serves to Inform You That Policy Updates are in Effect Dear Justin Taylor,
This correspondence serves to inform you that there have been updates to our company policies. We encourage you to review the attached document, highlighting the changes made for your reference.
Best, James Wilson
Additional Tip: The phrase adds a touch of formality, making it suitable for official announcements or policy changes.
7. Be Cognizant That…
Subject: Be Cognizant That Team Training is Scheduled for Next Week Dear Justin,
Be cognizant that a mandatory team training session is scheduled for next week. Your attendance is crucial for the success of this session.
Best, James
Additional Tip: This phrase is assertive and suitable for conveying information that requires immediate attention.
Don’t miss read out this 15 Ways to Say “FYI” in an Email
8. It Is Imperative to Convey That…
Subject: It Is Imperative to Convey That the Deadline Has Been Advanced Dear Justin Taylor,
It is imperative to convey that the deadline for project submissions has been advanced. We believe this adjustment will enhance the efficiency of the overall project timeline.
Warm regards, James Wilson
Additional Tip: This phrase adds a sense of urgency, appropriate for situations where prompt action is required.
9. I Take This Opportunity to Inform You That…
Subject: I Take This Opportunity to Inform You That You’ve Been Selected for the Leadership Workshop Dear Justin,
I take this opportunity to inform you that you’ve been selected to participate in our upcoming leadership workshop. Your leadership qualities have not gone unnoticed, and we look forward to your valuable contributions.
Best, James Wilson
Additional Tip: This phrase is appreciative and suitable for delivering positive news or acknowledgments.
10. Permit Me to Bring to Your Attention That…
Subject: Permit Me to Bring to Your Attention That New Resources Are Available Dear Justin Taylor,
Permit me to bring to your attention that we have recently acquired new resources that can significantly benefit your ongoing project. Please review the attached document for further details.
Warm regards, James Wilson
Additional Tip: This phrase is formal and often used when introducing new information or resources.
11. I Am Reaching Out to Inform You That…
Subject: I Am Reaching Out to Inform You That Your Proposal Has Been Shortlisted Dear Justin,
I am reaching out to inform you that your project proposal has been shortlisted for further consideration. We will be in touch soon to discuss the next steps.
Best, James Wilson
Additional Tip: “Reaching out” adds a personal touch, suitable for delivering news that may have an impact on the recipient.
12. I Deem It Necessary to Inform You That…
Subject: I Deem It Necessary to Inform You That Changes Have Been Made to the Budget Allocation Dear Justin Taylor,
I deem it necessary to inform you that adjustments have been made to the budget allocation for the upcoming fiscal year. Please review the attached document for a detailed breakdown of the changes.
Warm regards, James Wilson
Additional Tip: This phrase is formal and often used when conveying information that may require the recipient’s attention.
13. Be Advised That…
Subject: Be Advised That Maintenance is Scheduled for Tomorrow Dear Justin,
Be advised that scheduled maintenance will be conducted tomorrow. Kindly ensure all necessary precautions are taken to minimize any disruptions.
Best, James
Additional Tip: “Be advised” adds a sense of authority, suitable for conveying important information or instructions.
14. May I Inform You That…
Subject: May I Inform You That Your Request Has Been Approved Dear Justin Taylor,
May I inform you that your recent request has been approved. We appreciate your patience and understanding throughout the approval process.
Best regards, James Wilson
Additional Tip: This phrase is polite and suitable for delivering positive news or approvals.
15. I Feel Obliged to Let You Know That…
Subject: I Feel Obliged to Let You Know That Your Input is Valued Dear Justin,
I feel obliged to let you know that your input during the recent team meeting was highly valuable. We encourage you to continue sharing your insights for the benefit of the entire team.
Best, James
Additional Tip: This phrase is appreciative and suitable for acknowledging contributions or providing positive feedback.
Pros and Cons of Formal Notification Phrases:
Pros:
- Professional Tone: These phrases maintain a professional and formal tone, suitable for business communication.
- 2. Clarity: The use of varied phrases ensures clarity in communication, preventing any ambiguity in the conveyed message.
- Politeness: Many of these phrases add a touch of politeness and consideration, contributing to positive and respectful communication.
- Versatility: The different alternatives allow for versatility in choosing the appropriate tone depending on the nature of the information being shared.
- Authority: Certain phrases, such as “Be advised” or “It is imperative to convey,” convey a sense of authority, which can be useful for emphasizing important points.
Cons:
- Formality: While formality is generally desired in professional communication, it might be perceived as too rigid or bureaucratic in some contexts.
- Length: Some of these phrases may contribute to longer sentences, potentially impacting the overall brevity of the message.
- Repetition: Overusing these formal phrases in a single document might lead to monotony, reducing the impact of the conveyed information.
- Not Suitable for All Situations: Depending on the relationship between the sender and recipient or the nature of the message, some phrases may be too formal for certain contexts.
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