25 Other Ways to Say “I am writing to inform you” (With Examples)

In my experience, the phrase I am writing to inform you is a common phrase when we start a letter or email. It helps me share information clearly and objectively, and I’ve seen how it can improve communication by directly stating details rather than stretching one line. Sometimes, I choose alternatives like This, I wish, or let me know, especially in less formal writing. I’ve also begun with Thank you or Hope this finds you well, followed by the key point, which feels natural. In any professional role, being effective and essential in any setting means adjusting tone and word choice carefully.

Here are twelve alternative phrases that I’ve often used: Here’s an update, I would like, Please be advised, I want to notify, I’m writing, Let me, Each note of clarity and engagement in correspondence. Choosing the right words fosters a more collaborative environment and guarantees that important information is communicated effectively. More options and strategies await exploration. These adjustments not only keep the tone warm but also help maintain professionalism, whether the goal is an update or a request for action.

What Does “I am writing to inform you” Mean?

The phrase “I am writing to inform you” is a formal introduction used in emails, letters, and official notices. It sets the tone that important information is being shared clearly and objectively. It’s often used in workplaces, legal documents, academic writing, or professional settings where neutral and respectful communication is required.

When to Use “I am writing to inform you”

You should use “I am writing to inform you” when you need to:

• Convey critical updates
• Notify someone of changes
• Maintain professionalism
• Provide details without adding personal emotion

Is It Professional/Polite to say “I am writing to inform you”?

Yes. It is professional and polite, especially in formal writing. However, using it too often can make your tone sound robotic or impersonal. For friendlier or more empathetic communication, softer alternatives are better.

Pros or Cons

Pros:

• Clear and direct
• Universally understood in workplaces
• Maintains professionalism

Cons:

• Can feel distant or cold
• Overused in formal communication
• Not always suited for personal or friendly updates

Here’s an update

Meaning/Definition: A casual and direct way to provide new details or information.

Detailed Explanation: This phrase sets a friendly tone, ideal for sharing news, progress, or status updates without sounding overly formal.

Email Example: Subject: Project Progress Hello Sarah, Here’s an update on the project timeline. We’ve completed phase one and are moving to phase two next week.

Best Use: Sharing ongoing progress with colleagues or clients. Worst Use: Delivering sensitive or negative information. Tone: Warm, conversational.

I would like to share

Meaning/Definition: A polite way of expressing that you have something valuable to tell.

Detailed Explanation: It works when you want to add a personal touch while keeping professionalism intact.

Email Example: Subject: Exciting News Dear Team, I would like to share that our department has exceeded this quarter’s goals.

Best Use: Sharing good news or positive outcomes. Worst Use: Communicating disciplinary actions. Tone: Respectful, professional, positive.

Please be advised

Meaning/Definition: A formal phrase used to alert someone to important information.

Detailed Explanation: This phrase creates a sense of seriousness and is common in legal, corporate, or policy-driven contexts.

Email Example: Subject: Policy Change Dear Employees, Please be advised that our remote work policy will be updated starting next month.

Best Use: Announcing rules, policies, or formal updates. Worst Use: Everyday casual emails. Tone: Formal, authoritative.

I want to notify you.

Meaning/Definition: A clear and professional way to share an important notification.

Detailed Explanation: It’s slightly less formal than the original phrase but still conveys professionalism.

Email Example: Subject: Schedule Adjustment Hello David, I want to notify you that tomorrow’s meeting will be moved to 3 PM.

Best Use: Quick scheduling or administrative notifications. Worst Use: Casual notes to friends. Tone: Direct, professional.

This is to notify you.

Meaning/Definition: A formal phrase for official notifications.

Detailed Explanation: It often appears in contracts, notices, and formal announcements.

Email Example: Subject: Official Notice Dear Mr. Smith, This is to notify you that your membership will expire on October 15th.

Best Use: Legal or business communication. Worst Use: Friendly or personal writing. Tone: Formal, neutral.

I’m writing to notify you.

Meaning/Definition: Similar to the original phrase but slightly warmer.

Detailed Explanation: It balances formality and personal tone, often suitable for workplaces.

Email Example: Subject: Task Reminder Dear Emma, I’m writing to notify you that the final draft is due by Friday.

Best Use: Task deadlines, work reminders. Worst Use: Friendly casual notes. Tone: Professional, respectful.

Let me update you

Meaning/Definition: Friendly and approachable way of sharing updates.

Detailed Explanation: Works best when you’re talking to colleagues or team members.

Email Example: Subject: Weekly Progress Hi Alex, Let me update you on where we stand. The design is finalized, and testing begins tomorrow.

Best Use: Informal workplace communication. Worst Use: Legal or contractual notices. Tone: Warm, collaborative.

I wish to inform you.

Meaning/Definition: A respectful phrase that keeps formality intact.

Detailed Explanation: Often used when addressing clients, officials, or higher authorities.

Email Example: Subject: Important Change Dear Client, I wish to inform you that our office hours will be changing starting in October.

Best Use: Customer or client updates. Worst Use: Friendly notes. Tone: Formal, polite.

Please note this information.

Meaning/Definition: A direct request for someone to pay attention.

Detailed Explanation: Good for ensuring the recipient doesn’t miss important updates.

Email Example: Subject: Payment Reminder Dear Mark, Please note this information – your invoice is due by October 10th.

Best Use: Payment, deadlines, policies. Worst Use: Sharing good news. Tone: Serious, direct.

I’d like to bring to your attention

Meaning/Definition: A way to highlight something important.

Detailed Explanation: It signals urgency without being harsh.

Email Example: Subject: Urgent Matter Dear Manager, I’d like to bring to your attention a system error that requires immediate attention.

Best Use: Highlighting urgent issues. Worst Use: Everyday small updates. Tone: Professional, urgent.

I’m reaching out to discuss

Meaning/Definition: A warm way of showing that you want to start a conversation, not just pass information.

Detailed Explanation: It suggests collaboration and opens space for dialogue. Great for professional or semi-formal communication.

Email Example: Subject: Upcoming Event Hello Michael, I’m reaching out to discuss the arrangements for next week’s event. Could we schedule a short meeting tomorrow?

Best Use: Team discussions, collaborative projects. Worst Use: Legal or one-sided notices. Tone: Inviting, collaborative.

This is just a quick note.

Meaning/Definition: A light, informal way of sending a short piece of information.

Detailed Explanation: Best for when you don’t want to sound heavy or too formal.

Email Example: Subject: Small Change Hi Emma, This is just a quick note to let you know the meeting will start 15 minutes later than planned.

Best Use: Informal reminders, small updates. Worst Use: Serious policy or financial notifications. Tone: Casual, friendly.

I wanted to let you know.

Meaning/Definition: A polite phrase that signals care while sharing information.

Detailed Explanation: Softer and more personal than formal expressions.

Email Example: Subject: Positive Update Dear John, I wanted to let you know that your application has been approved. Congratulations!

Best Use: Sharing good news, casual but polite notes. Worst Use: Strict or legal matters. Tone: Warm, respectful.

Just a quick reminder

Meaning/Definition: Directly alerts the recipient about something pending or important.

Detailed Explanation: It’s short and practical, but softer than saying “don’t forget.”

Email Example: Subject: Reminder: Payment Due Dear Mark, Just a quick reminder that your payment is due by October 10th.

Best Use: Payment notices, task reminders. Worst Use: Emotional or celebratory news. Tone: Direct, professional.

I’d like to inform you.

Meaning/Definition: A slightly softer version of “I am writing to inform you.”

Detailed Explanation: Keeps formality but adds a personal tone.

Email Example: Subject: Office Relocation Dear Staff, I’d like to inform you that our office will be relocating to the new building starting in November.

Best Use: Announcements in professional settings. Worst Use: Friendly chats. Tone: Polite, formal.

Kindly be aware

Meaning/Definition: A polite way to alert someone about important details.

Detailed Explanation: Often used in notices, it adds respectfulness to formal updates.

Email Example: Subject: Maintenance Work Dear Tenants, Kindly be aware that the water supply will be interrupted for maintenance this weekend.

Best Use: Customer or client notices. Worst Use: Personal communication. Tone: Formal, respectful.

For your awareness

Meaning/Definition: A neutral phrase used when you want someone to know about information, but no action is required.

Detailed Explanation: It helps create transparency.

Email Example: Subject: Policy Update Dear Team, For your awareness, the company handbook has been revised with new guidelines.

Best Use: Sharing internal updates. Worst Use: Sensitive issues requiring action. Tone: Neutral, informative.

I’d like to mention

Meaning/Definition: A casual yet professional way of highlighting something.

Detailed Explanation: It’s less formal but can fit well in office communication.

Email Example: Subject: Feedback Hello Claire, I’d like to mention how much I appreciate your effort on the recent project.

Best Use: Feedback, compliments, or notes in professional emails. Worst Use: Formal legal updates. Tone: Polite, conversational.

This serves as notice.

Meaning/Definition: A formal phrase for legal or policy-related communication.

Detailed Explanation: It’s very official and often used in documentation.

Email Example: Subject: Official Notice Dear Employee, This serves as notice of the upcoming mandatory compliance training.

Best Use: Legal, HR, or contractual communication. Worst Use: Friendly or light updates. Tone: Formal, strict.

Allow me to update you.

Meaning/Definition: Respectful and slightly formal, it shows courtesy.

Detailed Explanation: It adds politeness while providing information.

Email Example: Subject: Progress Report Dear Client, Allow me to update you on the project’s status – we’ve completed two key phases already.

Best Use: Client communication, respectful updates. Worst Use: Very casual notes. Tone: Respectful, professional.

This message is to inform you.

Meaning/Definition: A formal, structured way to provide important information.

Detailed Explanation: Often used in business letters and official notices.

Email Example: Subject: Important Notification Dear Customer, This message is to inform you that your subscription will expire in 7 days.

Best Use: Customer notifications, contracts. Worst Use: Personal messages. Tone: Formal, neutral.

I’d like to notify you.

Meaning/Definition: Softer than “I am writing to inform you,” but professional.

Detailed Explanation: Polite and straightforward.

Email Example: Subject: Time Change Dear Alex, I’d like to notify you that your appointment has been rescheduled to Monday.

Best Use: Customer service or client communication. Worst Use: Informal chats. Tone: Professional, polite.

Please be aware

Meaning/Definition: Direct, polite, and respectful.

Detailed Explanation: Used in warnings, reminders, and notices.

Email Example: Subject: Road Closure Dear Residents, Please be aware that Main Street will be closed for repairs next week.

Best Use: Community notices, updates. Worst Use: Friendly conversations. Tone: Serious, respectful.

For your information (FYI)

Meaning/Definition: A widely recognized phrase to pass on useful knowledge.

Detailed Explanation: Informal yet practical, common in workplaces.

Email Example: Subject: Reference Material Hi Team, For your information (FYI), I’ve attached the updated policy document.

Best Use: Internal team updates. Worst Use: Sensitive or formal communications. Tone: Informal, neutral.

I’d like to highlight this.

Meaning/Definition: A phrase used to emphasize something important.

Detailed Explanation: Adds weight to specific details or instructions.

Email Example: Subject: Key Deadline Dear Team, I’d like to highlight this – the final submission date is October 20th.

Best Use: Emphasizing deadlines or critical points. Worst Use: Friendly updates. Tone: Professional, serious.

Final Thoughts

Finding the right words matters more than we often realize. Using alternatives to “I am writing to inform you” helps you connect with people in a way that feels thoughtful, warm, and professional. When you choose phrases that show care, you’re not just sharing information – you’re building trust. Words shape how others perceive your message, and small adjustments can make your communication more engaging and collaborative.

Whether you’re writing an email to a colleague, sending a note to a client, or addressing someone formally, the choice of tone can set the stage for positive interactions. Phrases like “Here’s an update” or “Please be advised” bring clarity, while softer openings like “Hope this finds you well” add warmth. Balancing professionalism and empathy is the key.

Ultimately, the alternatives you use should match the purpose of your message and the relationship you share with the recipient. Over time, practicing this habit makes your communication flow more naturally, ensuring your words don’t just inform but also resonate. By carefully choosing your expressions, you guarantee that your intentions are clear and your correspondence feels meaningful.

FAQs

What does “I am writing to inform you” mean?

It means you’re formally sharing important information, often in a professional setting like emails or letters.

Is it polite to say “I am writing to inform you”?

Yes, it’s polite, but it may sound formal. Use softer alternatives for friendlier contexts.

When should I use “I am writing to inform you”?

Use it when delivering clear, factual updates in formal communication.

What’s a casual alternative?

You can use “Just wanted to let you know” for a lighter, friendlier tone.

Can I use it in business emails?

Absolutely, especially when clarity and professionalism are needed.

What’s the best way to soften it?

Add a greeting like “Hope this finds you well” before the phrase.

What’s the difference between “inform” and “notify”?

“Notify” is more direct and often used in legal or official contexts.

Is it outdated to use this phrase?

Not at all. It’s still widely accepted in business and formal communication.

What’s the most professional alternative?

“Please be advised” works best in formal, serious messages.

Can I use it in casual emails?

It might sound too stiff. Choose a softer phrase instead.

How do I make it sound less robotic?

Add personalization, like addressing the recipient by name or showing empathy.

Why should I use alternatives?

Alternatives add variety, warmth, and help avoid overly formal tones.

Can I use it in academic writing?

Yes, it works in academic emails and reports where formality is required.

What’s the shortest alternative?

“Note that” is brief and professional for quick updates.

Which tone works best overall?

A balance of clarity and warmth – professional but also approachable – is ideal.