In the realm of business communication, the way we convey information can significantly impact how the message is received. A common phrase used in formal language and business correspondence is “I am writing to let you know.” While clear and efficient, it can become repetitive and monotonous in regular workplace interaction. To enhance your communication, exploring polite synonyms for “I am writing to let you know” can help maintain a courteous tone and add variety to your messages.
Varying your language to include synonyms and alternative phrases can demonstrate effective communication skills, professionalism, and respect for workplace etiquette.
Here are 20 polite synonyms for “I Am Writing to Let You Know”:
I’m Writing to Make You Aware
- I Wanted to Inform You
- Please Be Advised
- I’d Like to Bring to Your Attention
- I’m Reaching Out to Inform You
- Allow Me to Update You
- I’d Like to Notify You
- Just a Quick Note to Let You Know
- I’m Writing to Inform You
- I Would Like to Bring to Your Attention
- You Should Be Aware
- I Am Writing to Apprise You
- This Is to Let You Know
- I’m Contacting You to Inform
- I Would Like to Make You Aware
- Let Me Inform You
- I’m Writing to Keep You Informed
- I Would Like to Advise You
- I’m Sending This to Inform You
- Please Take Note
- I’m Writing to Make You Aware
1. “I Wanted to Inform You”
A polite and slightly more conversational way to express that you’re sharing important information. It works well in both business correspondence and casual office conversations, balancing formality with approachability.
Example:
Subject: Important Deadline Change
Dear Michael,
I wanted to inform you that the deadline for the client report has been extended by two weeks. Please adjust your timeline accordingly.
Best regards,
Jessica
This expression is useful for workplace communication where the message isn’t urgent but still requires attention. It demonstrates effective communication by clearly stating the intent while maintaining a professional tone.
2. “Please Be Advised”
A more formal phrase commonly used in corporate communication or when making announcements that require attention. It has an official tone that fits well in formal communication and notices.
Example:
Subject: Upcoming Office Renovations
Dear Team,
Please be advised that the main office will undergo renovations from November 5th to November 15th. During this period, we will be working remotely. Further details will follow.
Best regards,
Sarah
This is ideal for situations that require adherence to office etiquette and ensure clear communication across all levels of the business.
3. “I’d Like to Bring to Your Attention”
When you need to emphasize the importance of a particular issue, this phrase works well. It conveys respect while drawing the recipient’s focus to something significant.
Example:
Dear Mr. Adams,
I’d like to bring to your attention a few changes to our communication protocols within the department. From next month, we will be adopting a new system for team communication to improve efficiency.
Kind regards,
Olivia
This is particularly useful in workplace interaction where you’re providing updates or addressing key decisions in projects that require careful attention.
4. “I’m Reaching Out to Inform You”
This expression is slightly more conversational and perfect for use in interpersonal skills scenarios where a friendly tone is needed, but the content is still professional.
Example:
Subject: Positive Feedback on Client Project
Hi Ethan,
I’m reaching out to inform you that we’ve received great feedback from the client on the recent project. Excellent work!
Best,
Amanda
In this example, the phrase fits well within the context of positive feedback and professional correspondence, maintaining professionalism while also expressing encouragement.
5. “Allow Me to Update You”
This phrase is particularly useful when providing important project updates or client feedback. It indicates that you are taking the time to inform the recipient thoughtfully.
Example:
Dear Ms. Thompson,
Allow me to update you on the status of the restructuring process. We have completed Phase 1, and we are on track to finalize the process by next month.
Best regards,
Nathaniel
This phrase works well in business interaction where maintaining a tone of professionalism and attentiveness is critical.
6. “I’d Like to Notify You”
This phrase is formal yet polite and suitable for conveying essential information in professional writing. It’s direct without sounding overly stiff.
Example:
Subject: New Training Schedule
Hi Team,
I’d like to notify you of the updated training schedule for next month. Please find the attached document for details.
Best,
Emily
This phrase is versatile and works well in office communication, especially when addressing a group and ensuring that everyone is informed.
7. “Just a Quick Note to Let You Know”
This phrase is informal and friendly, making it ideal for business communication where you want to maintain a casual yet professional tone.
Example:
Subject: Casual Friday Reminder
Hi Team,
Just a quick note to let you know that this Friday will be a casual dress day in the office. Please feel free to wear jeans and comfortable shoes.
Best,
Anna
It’s perfect for situations that don’t require a lot of formality but still need to adhere to workplace etiquette.
8. “I’m Writing to Inform You”
This is a close variation of the original phrase and maintains a formal tone. It’s ideal for more official business communication scenarios.
Example:
Dear Mr. Blake,
I’m writing to inform you that we have finalized the budget for the upcoming quarter. Please ensure all necessary preparations are made for implementation.
Sincerely,
Matthew
This phrase is particularly suitable for corporate communication where professionalism and clarity are paramount.
9. “I Would Like to Bring to Your Attention”
This polite phrase emphasizes the significance of the information you’re about to convey, making it perfect for moments when you need to ensure the recipient understands the gravity of the situation. Using polite synonyms for “I am writing to let you know” can enhance clarity and professionalism in your communication.
Example:
Dear Mrs. Carter,
I would like to bring to your attention a few issues we encountered during the client feedback process. Please see the attached report for further details.
Best regards,
Oliver
In professional dialogue, this phrase maintains a respectful tone while focusing the recipient’s attention on the matter at hand.
10. “You Should Be Aware”
A slightly more direct phrase, but still appropriate for business correspondence. It conveys urgency without being overly formal.
Example:
Subject: Software Update Notification
Hi Team,
You should be aware that a major software update will occur this weekend. Please ensure that all necessary files are backed up before Friday.
Best,
John
This phrase is effective when immediate action or awareness is needed in office communication.
11. “I Am Writing to Apprise You”
This phrase is a more sophisticated way to say “inform.” It elevates the formality of the communication and demonstrates professional writing skills.
Example:
Dear Mr. White,
I am writing to apprise you of the recent changes to our communication strategies. We have implemented a new system to streamline business interaction and improve overall efficiency.
Kind regards,
Jessica
Using this phrase shows attention to detail and adaptability in communication, crucial in business communication skills.
12. “This Is to Let You Know”
This phrase is neutral and straightforward, making it suitable for both formal and informal settings. It’s a great go-to for workplace communication.
Example:
Subject: Temporary Office Closure
Dear Team,
This is to let you know that the office will be closed for maintenance next Friday. Please plan to work remotely on that day.
Best,
Alex
This expression can be useful in both formal and informal business conversation contexts, depending on the level of urgency.
13. “I’m Contacting You to Inform”
A more formal option that works well in business interaction, particularly when reaching out to clients or upper management.
Example:
Dear Mr. Anderson,
I’m contacting you to inform you about the progress of the project updates. We are on schedule to meet the final deadline by the end of the month.
Sincerely,
Rachel
This phrase is perfect for professional correspondence where clarity and formality are needed.
14. “I Would Like to Make You Aware”
A polished alternative, this phrase is respectful and considerate, making it suitable for any formal business communication.
Example:
Dear Mrs. Cooper,
I would like to make you aware of the upcoming changes to the company’s workplace communication policies. We will be rolling out these updates starting next quarter.
Best regards,
Henry
It’s ideal for situations where professional writing is expected, such as when sharing updates and notifications.
15. “Let Me Inform You”
A softer, more conversational option for team communication and office communication scenarios.
Example:
Subject: Project Extension
Hi Team,
Let me inform you that the deadline for the current project has been extended by one week. Please adjust your work accordingly.
Best,
Chris
This phrase works well when you want to maintain a balance between formality and a friendly tone in business interaction.
16. “I’m Writing to Keep You Informed”
Incorporating varied phrases into your business communication can significantly enhance your writing’s professionalism, courtesy, and clarity. While “I am writing to let you know” is widely used, exploring polite synonyms for “I am writing to let you know”—such as “I wanted to inform you,” “Please be advised,” and “I’d like to notify you”—can improve business correspondence and help maintain effective communication. When the goal is to keep someone up-to-date on a situation, using these alternatives is both polite and professional.
Example:
Subject: Weekly Project Status
Dear Mrs. Davis,
I’m writing to keep you informed on the progress of the product development. We’ve completed the initial testing phase and are moving into production.
Best regards,
Laura
This phrase emphasizes effective communication in professional correspondence, especially when you need to provide regular updates and notifications.
17. “I Would Like to Advise You”
This phrase is formal and assertive, often used in legal, financial, or official business communication.
Example:
Dear Mr. Hughes,
I would like to advise you of the new compliance regulations that will come into effect next month. Please review the attached document for full details.
Sincerely,
Daniel
This works well in corporate communication that requires a clear understanding of rules and guidelines.
18. “I’m Sending This to Inform You”
A slightly informal but polite alternative that can be used in emails or memos to inform the recipient of relevant information.
Example:
Hi Michael,
I’m sending this to inform you that the client meeting has been rescheduled to Thursday. Please adjust your calendar accordingly.
Best,
Taylor
This phrase is versatile and effective in both business writing and workplace communication.
19. “Please Take Note”
This phrase is direct yet polite and can be used when sharing important updates or instructions that require the recipient’s attention.
Example:
Subject: Office Renovation Notice
Dear Team,
Please take note that the office will be closed for renovations from Monday, November 10th, through Friday, November 14th. During this time, we will work remotely.
Best,
Nathan
This is ideal for business communication where specific details need to be emphasized.
20. “I’m Writing to Make You Aware”
This polite phrase is another option for keeping someone informed in a formal manner.
Example:
Dear Ms. Brown,
I’m writing to make you aware of the upcoming company training program. You’ll receive further details by the end of the week.
Kind regards,
David
This phrase can be used in professional dialogue when you need to provide updates and ensure the recipient stays informed.
Conclusion
Incorporating varied phrases into your business communication can significantly enhance your writing’s professionalism, courtesy, and clarity. While “I am writing to let you know” is widely used, exploring polite synonyms for “I am writing to let you know”—such as “I wanted to inform you,”
“Please be advised,” and “I’d like to notify you”—can improve business correspondence and help maintain effective communication.
Steel Morgan is an experienced blogger passionate about language and writing. On Grammarcove. he shares his expertise in grammar, punctuation, and effective communication, making complex rules simple and accessible for readers. With a knack for clear explanations and engaging content, Steel aims to help others master the art of language.
