Sometimes, the phrase other ways to say this is to inform you professionally comes to mind when you want your email to sound more polished and natural. While This is to inform you is common in formal writing, it can feel stiff or outdated if you use it too often. Choosing a better alternative helps your message sound clear, respectful, and professional.
Whether you are writing to a coworker, client, manager, or customer, this guide explains what the phrase means, when to use it, and which alternatives fit different situations.
Quick Answer
This is to inform you professionally means you are sharing important information with someone in a formal way. Although the phrase is acceptable, many modern business emails sound smoother with alternatives such as I would like to let you know, Please note, I am writing to inform you, or I wanted to make you aware.
TL;DR
- Meaning: A formal way to introduce important information.
- Tone: Professional, respectful, and direct.
- Common use: Business emails, workplace announcements, and official notices.
- Where it appears: Emails, letters, company updates, and customer communication.
- Formal or informal: Formal. It is less common in casual conversations.
What This Phrase Means
This is to inform you tells the reader that the writer is about to share information they should know. It usually appears at the beginning of a business email, letter, or official notice.
People often use it before announcing a policy change, schedule update, meeting, deadline, or decision.
For example:
- This is to inform you that the meeting has been moved to Thursday.
- This is to inform you that your request has been approved.
- This is to inform you that our office will remain closed on Monday.
The phrase is grammatically correct and still appears in many workplaces. However, many professionals now prefer wording that sounds warmer and more conversational.
Basic Explanation
Unlike internet slang or texting abbreviations, this is a complete formal expression. Its only purpose is to introduce information.
You can think of it as another way of saying:
- I would like to let you know
- I am writing to let you know
- Please note
- I wanted to make you aware
- I am pleased to let you know
- I regret to inform you
The best choice depends on the type of message you are sending. Good news, routine updates, and difficult conversations often require different wording.
Why People Look for Better Alternatives
Many people search for other ways to say this is to inform you professionally because they want their writing to sound more natural.
Modern business communication values clear, friendly language. Long, overly formal phrases can make an email sound distant, even when the writer has good intentions.
A more natural introduction can:
- Improve readability.
- Create a friendly but professional tone.
- Help emails sound less repetitive.
- Match modern workplace communication.
- Make important information easier to understand.
Replacing the phrase does not make your message less professional. In many cases, it makes it more effective.
Tone and Emotional Meaning
The phrase itself is neutral. It does not express happiness, disappointment, or urgency. Instead, it simply introduces information.
Depending on the rest of the message, it can communicate different intentions.
| Situation | Tone |
|---|---|
| Company announcement | Professional |
| Policy update | Neutral |
| Meeting reminder | Courteous |
| Deadline notice | Direct |
| Approval message | Positive |
| Rejection notice | Respectful |
| Customer notification | Informative |
Because the wording is neutral, readers usually focus on the information that follows rather than the opening phrase.
Common Situations Where It Appears
You will often see this expression in professional communication such as:
- Human resources announcements.
- Employee policy updates.
- Meeting invitations.
- Project status emails.
- Customer service messages.
- School or university notices.
- Legal correspondence.
- Government notifications.
- Contract updates.
- Appointment confirmations.
Although these are common situations, many organizations now encourage employees to use simpler, reader-friendly language instead.
How People Use It in Professional Emails
In business writing, the phrase usually appears at the beginning of an email before the main message.
Examples include:
Situation: Project update
Example: This is to inform you that the project timeline has been updated and the new schedule is attached.
Meaning: The sender is sharing an official update.
Situation: Office closure
Example: This is to inform you that the office will be closed on Friday due to scheduled maintenance.
Meaning: The recipient is receiving an important notice.
Situation: Application status
Example: This is to inform you that your application has been successfully received.
Meaning: The sender is confirming receipt of an application.
Situation: Meeting schedule
Example: This is to inform you that tomorrow’s meeting will begin at 2:00 p.m.
Meaning: The sender is notifying recipients about a scheduling change.
Is This Phrase Still Professional?
Yes. The phrase remains professional and grammatically correct.
However, many companies now encourage employees to write emails in plain English. Instead of relying on older business expressions, writers often choose wording that feels more personal while remaining respectful.
For example, many professionals now write:
- I wanted to let you know…
- Please note that…
- I am writing to inform you…
- I would like to update you…
- I wanted to make you aware…
These alternatives often sound smoother and help build better communication with clients, coworkers, and customers.
30 Other Ways to Say This Is to Inform You Professionally
The best alternative depends on your audience and the purpose of your message. Some expressions work well for routine updates, while others suit formal notices or positive announcements.
| Alternative | Best Used For | Tone |
|---|---|---|
| I would like to inform you | Formal emails | Professional |
| I am writing to inform you | Official communication | Formal |
| I wanted to let you know | Everyday business emails | Friendly |
| Please note that | Instructions and reminders | Direct |
| I would like to let you know | General updates | Polite |
| I wanted to make you aware | Project updates | Professional |
| We would like to inform you | Company announcements | Formal |
| I am pleased to inform you | Good news | Positive |
| I regret to inform you | Difficult news | Respectful |
| This is to let you know | Routine notices | Neutral |
| Kindly note that | Formal notices | Courteous |
| Please be advised that | Legal or policy updates | Formal |
| We’d like to let you know | Customer emails | Friendly |
| I wish to inform you | Formal letters | Traditional |
| I am contacting you to let you know | Client communication | Professional |
| I’d like to update you | Progress reports | Friendly |
| I wanted to provide an update | Project communication | Natural |
| Here is an update | Team communication | Casual professional |
| I wanted to share | General information | Warm |
| We are pleased to announce | Company news | Positive |
| We are writing to inform you | Business correspondence | Formal |
| We wanted to let you know | Customer service | Friendly |
| Please keep in mind | Gentle reminders | Polite |
| For your information | Informational updates | Neutral |
| As a reminder | Follow-up emails | Helpful |
| We would like to notify you | Official notices | Formal |
| I am reaching out to let you know | Modern business emails | Conversational |
| Please be aware that | Important notices | Direct |
| I wanted to bring to your attention | Important issues | Professional |
| We wanted to update you | Team or client updates | Friendly |
Choosing the Right Alternative
Not every phrase fits every situation. Matching your wording to the message makes your email sound more natural.
| If you are… | Better Choice |
|---|---|
| Sharing routine information | I wanted to let you know |
| Announcing good news | I am pleased to inform you |
| Delivering bad news | I regret to inform you |
| Sending a reminder | Please note that |
| Updating a client | I’d like to update you |
| Writing an official notice | I am writing to inform you |
| Emailing coworkers | I wanted to share |
| Contacting customers | We’d like to let you know |
Examples in Real Conversations
Situation
A meeting has changed.
Example
I wanted to let you know that tomorrow’s meeting will begin at 10:00 a.m.
Meaning
The sender gives an update in a friendly, professional way.
Situation
A project deadline has moved.
Example
Please note that the submission deadline has been extended until Friday.
Meaning
The reader should pay attention to an important change.
Situation
A customer order has shipped.
Example
We’d like to let you know that your order is on its way.
Meaning
The company shares good news.
Situation
An employee receives approval.
Example
I am pleased to inform you that your leave request has been approved.
Meaning
The sender communicates positive information.
Situation
A service interruption is expected.
Example
Please be advised that our system will undergo maintenance this weekend.
Meaning
The message prepares readers for a temporary change.
Situation
A team receives a project update.
Example
I’d like to update you on our progress since last week’s meeting.
Meaning
The sender shares the latest developments.
Similar Professional Phrases
Several expressions have a similar purpose, but each has a slightly different tone.
| Phrase | Difference |
|---|---|
| I would like to inform you | Traditional and formal |
| Please note | Short and direct |
| I wanted to let you know | Friendly and modern |
| I’d like to update you | Focuses on progress |
| Please be advised | Very formal, often legal |
| For your information | Shares information without requesting action |
| As a reminder | Refers to information already shared |
When You Should Use It
Choose a formal notification phrase when you need to communicate clearly and professionally.
Good situations include:
- Business emails
- Client communication
- Company announcements
- HR updates
- Meeting changes
- Policy notices
- Appointment confirmations
- Service updates
- School announcements
- Government correspondence
Simple, respectful wording helps readers understand your message quickly.
When You Should Avoid It
Sometimes the traditional phrase feels too formal or distant.
You may want a different option when:
- Writing to close coworkers.
- Sending casual workplace chats.
- Replying in messaging apps like Slack or Microsoft Teams.
- Thanking someone.
- Congratulating a colleague.
- Writing friendly customer emails.
- Posting on social media.
In these cases, a natural opening often creates a warmer conversation.
Is It Formal or Informal?
This expression belongs to formal English.
You will commonly see it in:
- Business emails
- Official letters
- Government notices
- Legal communication
- School administration
- Corporate announcements
It is uncommon in:
- Text messages
- Social media comments
- Instagram captions
- Group chats
- Casual conversations
- Personal emails to friends
Modern workplaces often prefer plain language, even in professional communication.
Common Misunderstandings
Some readers assume the phrase always introduces bad news. That is not true.
It can introduce:
- Positive announcements
- Neutral updates
- Schedule changes
- Policy revisions
- Important reminders
- Routine notifications
Another misunderstanding is that it is outdated or incorrect. The phrase is still grammatically correct. It simply sounds more formal than many businesses prefer today.
USA and Tier 1 Country Usage
In the United States, Canada, the United Kingdom, Australia, and New Zealand, professionals generally understand this expression without any confusion.
However, modern business writing in these countries often favors shorter and friendlier language. Many organizations encourage employees to write emails that are easy to read while remaining respectful.
That is why phrases such as Please note, I wanted to let you know, and I’d like to update you appear more often in workplace communication than older, highly formal wording.
Quick Reference Table
| Context | What It Means | Tone | Best Use | Avoid If |
|---|---|---|---|---|
| Business email | Sharing information | Professional | Official updates | Casual chat |
| HR notice | Employee notification | Formal | Workplace policies | Friendly messages |
| Client email | Providing an update | Professional | Customer communication | Personal texts |
| Team update | Sharing progress | Neutral | Internal communication | Social media |
| Meeting reminder | Informing about changes | Courteous | Scheduling emails | Informal conversations |
| Legal notice | Official notification | Very formal | Compliance matters | Everyday communication |
| Customer service | Informing customers | Professional | Service updates | Personal messaging |
Conclusion
Finding other ways to say this is to inform you professionally can make your emails sound clearer, more natural, and easier to read. While the original phrase is still correct and appropriate for formal communication, it is no longer the only option.
Modern business writing favors simple language that respects the reader’s time. Phrases such as I wanted to let you know, Please note, I’d like to update you, and I am writing to inform you often feel warmer without losing professionalism.
Before choosing an alternative, think about your audience and the purpose of your message. A routine update, an important announcement, and difficult news each call for a slightly different tone. Using the right wording helps your message sound confident, courteous, and easy to understand.
FAQs
What are the best other ways to say this is to inform you professionally?
Some of the best alternatives include I would like to inform you, I am writing to inform you, Please note, I wanted to let you know, I’d like to update you, and We’d like to let you know. Choose the one that matches the tone of your message.
Can I use this is to inform you in a professional email?
Yes. It is grammatically correct and still suitable for professional emails. However, many workplaces now prefer simpler and more conversational alternatives that sound more natural.
Is this is to inform you too formal?
It can sound more formal than necessary for everyday workplace communication. If you are writing to coworkers or regular clients, a friendlier alternative often works better.
What is the difference between this is to inform you and I wanted to let you know?
This is to inform you sounds more official and traditional. I wanted to let you know feels more conversational while remaining professional, making it a popular choice in modern business emails.
Which alternative works best for customer emails?
For customer communication, phrases such as We’d like to let you know, Please note, and We wanted to update you sound professional while keeping the message approachable.
Should I use please be advised in every formal email?
No. Please be advised is appropriate for legal, policy, or compliance-related communication, but it may sound too formal for routine business emails.
What is the most natural replacement in modern business writing?
Many professionals prefer I wanted to let you know, I’d like to update you, or Please note because they are clear, polite, and easy to read.