Choosing the right words in a professional email can make a significant difference in how your message is received. While “please be advised” is a common expression used to share important information, it can sometimes sound overly formal, distant, or unnecessarily authoritative. Whether you’re notifying a colleague about a deadline, informing a client of a policy update, or communicating an important change, finding a more natural alternative can help you sound professional without losing warmth. Using thoughtful alternatives allows you to adjust your tone to suit the recipient, situation, and purpose of your message. Some expressions emphasize courtesy, while others communicate urgency, clarity, or importance. By learning different ways to say “please be advised” in an email, you can make your writing more engaging, approachable, and effective while ensuring that essential information receives the attention it deserves.
What Does “Please Be Advised” Mean?
“Please be advised” is a formal expression used to inform someone about important information, an update, a requirement, or a change they should know about. It signals that the information being shared may require attention, consideration, or action.
The phrase frequently appears in business correspondence, official announcements, customer service emails, administrative notices, and workplace communications.
For example:
“Please be advised that the submission deadline has been extended to Friday.”
In this sentence, the sender informs the recipient about a change that may affect their plans.
Although the expression is grammatically correct and widely understood, its tone can sometimes feel impersonal or rigid. In everyday professional communication, alternatives such as “Please note,” “I wanted to let you know,” or “For your information” may sound more natural.
The best alternative depends on whether you want to inform, remind, clarify, warn, or request action.
When to Use It
“Please be advised” and its alternatives are useful whenever you need to communicate information that someone should notice or understand. Choosing the right expression helps you maintain professionalism while matching the purpose of your message.
- Professional emails: Use a courteous expression to communicate workplace updates. Example: “Please note that the meeting has been moved to 2 p.m.”
- Client communication: Choose a clear, considerate phrase when informing customers about changes. Example: “I wanted to let you know that your appointment has been rescheduled.”
- Policy announcements: Use formal wording to explain new rules or requirements. Example: “Please be aware that the updated policy takes effect next month.”
- Deadline reminders: Make time-sensitive information easy to understand. Example: “Kindly note that all submissions are due by Thursday.”
- Administrative notices: Communicate procedural changes or official information. Example: “For your information, the revised application form is now available.”
- Customer service emails: Keep your message helpful and approachable. Example: “We’d like to inform you that your request has been processed.”
- Follow-up messages: Draw attention to details the recipient may have missed. Example: “Just a quick note that the documents are ready for review.”
- Urgent communications: Highlight information that requires prompt attention. Example: “Please be aware that immediate action is required to avoid delays.”
Using a phrase that matches the situation makes your email easier to read and helps prevent misunderstandings.
Is It Polite or Professional?
Yes, “please be advised” is polite and professional, particularly in formal business correspondence, official notifications, and administrative communication. However, its tone can sometimes sound stiff, impersonal, or authoritative, depending on the context.
For example, “Please be advised that your payment is overdue” communicates the message clearly but may sound stern. A softer alternative, such as “This is a friendly reminder that your payment is now overdue,” may feel more considerate while still conveying the necessary information.
Similarly, “Please note that the meeting begins at 10 a.m.” is direct and professional without sounding excessively formal.
When choosing an alternative, consider three factors:
- Your relationship with the recipient: A client or senior executive may require more formal wording than a familiar colleague.
- The importance of the information: Urgent notices may need direct language, while routine updates can sound warmer.
- The action required: If the recipient needs to do something, state the required action clearly instead of relying on a vague advisory phrase.
Ultimately, effective professional writing balances courtesy with clarity. The goal is not simply to sound formal but to communicate information in a way that is respectful, precise, and appropriate.
30+ Polite Ways to Say “Please Be Advised” in an Email
Below are 38 professional and polite alternatives to “please be advised,” with meanings, tones, examples, and guidance on when to use each expression.
1. Please Note
Meaning: Directs the recipient’s attention to important information.
Tone: Professional, neutral, and clear.
Example: Please note that the revised schedule will take effect on Monday.
Why and when to use it: This is one of the most versatile alternatives for workplace emails, announcements, and reminders. It communicates importance without sounding unnecessarily formal.
Purpose and Personalization: Add the specific date, change, or requirement immediately after the phrase.
2. Kindly Note
Meaning: Politely asks the recipient to pay attention to a particular detail.
Tone: Courteous, formal, and respectful.
Example: Kindly note that all expense reports must be submitted by the end of the month.
Why and when to use it: Use this expression in professional correspondence when you want to maintain a respectful tone while highlighting an important detail.
Purpose and Personalization: It works well for administrative instructions, deadline reminders, and client updates.
3. Please Be Aware
Meaning: Alerts the recipient to information they should understand or consider.
Tone: Professional, informative, and sometimes cautionary.
Example: Please be aware that the office will remain closed during the public holiday.
Why and when to use it: This phrase is useful when the information could affect someone’s plans, responsibilities, or decisions.
Purpose and Personalization: Include a brief explanation of the potential impact whenever it helps the reader.
4. I Wanted to Let You Know
Meaning: Introduces information in a natural and considerate way.
Tone: Friendly, approachable, and professional.
Example: I wanted to let you know that your appointment has been moved to Thursday afternoon.
Why and when to use it: Choose this expression when communicating updates to colleagues, clients, or people with whom you have an established working relationship.
Purpose and Personalization: It is particularly effective for routine updates that do not require an official announcement.
5. For Your Information
Meaning: Shares information that may be useful or relevant to the recipient.
Tone: Neutral, formal, and informative.
Example: For your information, the updated project guidelines are available on the company portal.
Why and when to use it: Use this phrase when sharing background information, documents, or updates that the recipient may need for reference.
Purpose and Personalization: It is often abbreviated as “FYI” in informal workplace messages, although the full expression is more appropriate in formal correspondence.
6. I Would Like to Inform You
Meaning: Formally communicates information to the recipient.
Tone: Formal, respectful, and official.
Example: I would like to inform you that your application has progressed to the next stage.
Why and when to use it: This expression is suitable for formal announcements, employment correspondence, and official business communication.
Purpose and Personalization: Follow it with a clear statement of the news or development you wish to communicate.
7. Please Keep in Mind
Meaning: Encourages the recipient to remember or consider a particular detail.
Tone: Thoughtful, professional, and advisory.
Example: Please keep in mind that the final report must include the updated financial figures.
Why and when to use it: Use this expression when a detail is important to completing a task correctly or making an informed decision.
Purpose and Personalization: It works especially well when providing guidance, instructions, or reminders.
8. Kindly Be Informed
Meaning: Formally introduces information that the recipient should know.
Tone: Formal, courteous, and official.
Example: Kindly be informed that the training session will begin at 9 a.m.
Why and when to use it: This wording appears in administrative notices and formal correspondence, particularly in workplaces that favor traditional business language.
Purpose and Personalization: In many modern emails, “Please note” or “I would like to inform you” sounds more natural.
9. I Would Like to Bring to Your Attention
Meaning: Highlights information that deserves particular consideration.
Tone: Formal, diplomatic, and assertive.
Example: I would like to bring to your attention a discrepancy in the figures presented in the report.
Why and when to use it: Choose this phrase when raising a concern, pointing out an issue, or highlighting a significant development.
Purpose and Personalization: Identify the issue clearly so the recipient understands why it matters.
10. Please Take Note
Meaning: Directs the recipient to pay attention to a specific piece of information.
Tone: Direct, professional, and authoritative.
Example: Please take note of the updated submission requirements before uploading your documents.
Why and when to use it: This expression works well for procedural instructions, formal reminders, and notices that require attention.
Purpose and Personalization: Use it when the information is important, but avoid repeating it unnecessarily in the same message.
11. I Thought You Should Know
Meaning: Shares information the recipient may benefit from knowing.
Tone: Friendly, considerate, and conversational.
Example: I thought you should know that the client has requested a few additional changes.
Why and when to use it: This phrase is useful for informal professional updates between colleagues and familiar business contacts.
Purpose and Personalization: It works best when you want to keep someone informed without making the message sound like an official warning.
12. Please Be Informed That
Meaning: Formally introduces a statement or announcement.
Tone: Official, formal, and straightforward.
Example: Please be informed that the application deadline has been extended until November 15.
Why and when to use it: Use this wording for administrative announcements, formal notices, and institutional correspondence.
Purpose and Personalization: For a more conversational email, consider replacing it with “Please note that.”
13. I Am Writing to Inform You
Meaning: Explains that the purpose of the email is to communicate specific information.
Tone: Formal, polished, and professional.
Example: I am writing to inform you that your scheduled consultation has been confirmed.
Why and when to use it: This phrase is suitable for formal emails, customer notifications, business announcements, and official correspondence.
Purpose and Personalization: State the main information early so the recipient does not have to read through unnecessary introductory text.
14. Please Take Into Consideration
Meaning: Asks the recipient to factor particular information into a decision or plan.
Tone: Professional, thoughtful, and advisory.
Example: Please take into consideration the revised budget before approving the proposed expenses.
Why and when to use it: Use this expression when providing information that may influence a decision, evaluation, or course of action.
Purpose and Personalization: Follow it with a specific factor that the recipient should evaluate.
15. I Would Like to Highlight
Meaning: Draws attention to an important point or detail.
Tone: Confident, professional, and focused.
Example: I would like to highlight the changes made to the project timeline in the attached document.
Why and when to use it: This expression is effective in project updates, reports, presentations, and emails containing several important details.
Purpose and Personalization: Use it to distinguish the most relevant information from the rest of your message.
16. Please Remember That
Meaning: Reminds the recipient of information they should not overlook.
Tone: Friendly, direct, and practical.
Example: Please remember that all team members must complete the compliance training before Friday.
Why and when to use it: Choose this phrase for reminders about deadlines, responsibilities, scheduled activities, or established procedures.
Purpose and Personalization: It is most effective when the recipient has already been told about the requirement.
17. I Would Like to Make You Aware
Meaning: Introduces information that may be new or important to the recipient.
Tone: Professional, diplomatic, and informative.
Example: I would like to make you aware of a change to the client’s delivery requirements.
Why and when to use it: Use this phrase when communicating changes, risks, or circumstances that could affect someone’s work.
Purpose and Personalization: Briefly explain what has changed and whether any action is necessary.
18. Please Be Mindful That
Meaning: Encourages the recipient to consider a particular circumstance or requirement.
Tone: Considerate, advisory, and professional.
Example: Please be mindful that the review process may take several business days to complete.
Why and when to use it: This expression is helpful when expectations, limitations, or timing considerations need to be communicated tactfully.
Purpose and Personalization: Use it when awareness and consideration are more important than issuing a direct instruction.
19. I Wanted to Bring This to Your Attention
Meaning: Signals that the sender wishes to highlight a particular matter.
Tone: Professional, tactful, and purposeful.
Example: I wanted to bring this to your attention because the latest figures differ from the original estimates.
Why and when to use it: This phrase is useful for raising concerns, pointing out inconsistencies, or sharing developments that require review.
Purpose and Personalization: Explain why the issue matters and suggest a next step when appropriate.
20. Please Take Into Account
Meaning: Asks the recipient to consider specific information before acting or deciding.
Tone: Professional, analytical, and advisory.
Example: Please take into account the additional shipping costs when preparing the revised quotation.
Why and when to use it: Use this expression in financial discussions, planning emails, proposals, and decision-making correspondence.
Purpose and Personalization: Identify the relevant consideration to help the recipient make an informed decision.
21. I Would Like to Draw Your Attention to
Meaning: Directs the recipient toward an important fact, issue, or detail.
Tone: Formal, authoritative, and precise.
Example: I would like to draw your attention to the revised terms outlined in Section 4 of the agreement.
Why and when to use it: This phrase is appropriate for contracts, formal reports, policy updates, and correspondence involving important details.
Purpose and Personalization: Mention the exact section, issue, or document so the recipient can locate the information easily.
22. Just a Quick Note to Let You Know
Meaning: Introduces a brief and usually informal update.
Tone: Friendly, relaxed, and professional.
Example: Just a quick note to let you know that the presentation slides are ready for review.
Why and when to use it: Use this expression for routine updates that do not require an extensive explanation.
Purpose and Personalization: Keep the message concise and include only the details the recipient needs.
23. Please Note the Following
Meaning: Introduces a list of important details or instructions.
Tone: Organized, formal, and clear.
Example: Please note the following changes to the onboarding schedule before confirming your attendance.
Why and when to use it: This phrase is particularly useful when communicating multiple updates, requirements, or reminders in one email.
Purpose and Personalization: Follow it with bullet points to make several items easier to scan.
24. I Am Reaching Out to Let You Know
Meaning: Explains that the sender is contacting the recipient to share information.
Tone: Warm, professional, and conversational.
Example: I am reaching out to let you know that the revised proposal is ready for your feedback.
Why and when to use it: Choose this expression for client communication, project updates, and professional follow-ups.
Purpose and Personalization: It sounds approachable while keeping the purpose of the email clear.
25. It Is Important to Note That
Meaning: Emphasizes information that should receive particular attention.
Tone: Formal, precise, and authoritative.
Example: It is important to note that the revised policy applies to all new applications.
Why and when to use it: Use this phrase when clarifying a significant requirement, limitation, exception, or policy detail.
Purpose and Personalization: Reserve it for genuinely important points to avoid making routine information sound overly serious.
26. Please Be Advised Accordingly
Meaning: Traditionally signals that the recipient should take note of information and respond or act as appropriate.
Tone: Very formal, official, and sometimes stern.
Example: The revised procedure will take effect on December 1; please be advised accordingly.
Why and when to use it: This wording may appear in traditional administrative or legal-style correspondence, but it can sound stiff in everyday business emails.
Purpose and Personalization: In modern professional writing, a specific instruction such as “Please update your records accordingly” is usually clearer.
27. I Would Like to Update You On
Meaning: Introduces new information about an ongoing matter.
Tone: Professional, informative, and approachable.
Example: I would like to update you on the progress of the recruitment process.
Why and when to use it: This phrase is suitable for status reports, project communications, and follow-ups with clients or managers.
Purpose and Personalization: Mention the project or topic immediately so the recipient knows what the update concerns.
28. Please Be Conscious of
Meaning: Encourages the recipient to remain aware of a particular factor or circumstance.
Tone: Advisory, formal, and considerate.
Example: Please be conscious of the revised access restrictions when planning the site visit.
Why and when to use it: This expression may work when discussing practical constraints, workplace expectations, or situational considerations.
Purpose and Personalization: In most everyday business emails, “Please be aware of” sounds more natural and direct.
29. I Wanted to Make Sure You Were Aware
Meaning: Checks that the recipient has received or understands relevant information.
Tone: Considerate, friendly, and professional.
Example: I wanted to make sure you were aware that the client has requested an earlier delivery date.
Why and when to use it: Use this phrase when sharing an update that someone might otherwise miss or overlook.
Purpose and Personalization: It is particularly useful for follow-ups and communications involving changing priorities.
30. Please Take a Moment to Review
Meaning: Requests that the recipient examine information carefully.
Tone: Courteous, action-oriented, and professional.
Example: Please take a moment to review the updated guidelines before our meeting.
Why and when to use it: Choose this expression when you need the recipient to read, verify, or evaluate specific information.
Purpose and Personalization: Include the document or deadline to make the requested action clear.
31. I Would Like to Clarify
Meaning: Introduces information intended to remove confusion or establish an accurate understanding.
Tone: Professional, precise, and diplomatic.
Example: I would like to clarify that the revised deadline applies only to the second phase of the project.
Why and when to use it: Use this phrase when correcting a misunderstanding, explaining an exception, or distinguishing between similar requirements.
Purpose and Personalization: State the clarification directly and avoid unnecessary background information.
32. Please Be Sure to Note
Meaning: Emphasizes that a particular detail should not be overlooked.
Tone: Direct, professional, and mildly emphatic.
Example: Please be sure to note the new reference number when submitting your reimbursement request.
Why and when to use it: This phrase works well for instructions involving identifiers, deadlines, procedural details, or important changes.
Purpose and Personalization: Use it when overlooking the detail could cause confusion or delay.
33. We Would Like to Inform You
Meaning: Communicates information on behalf of a team, company, or organization.
Tone: Formal, official, and courteous.
Example: We would like to inform you that our customer support hours will change beginning next month.
Why and when to use it: This expression is suitable for corporate announcements, customer notifications, and official business correspondence.
Purpose and Personalization: Use “we” when the message genuinely represents a team or organization rather than only your personal view.
34. Kindly Be Aware of
Meaning: Politely directs attention to a condition, change, or relevant detail.
Tone: Formal, considerate, and advisory.
Example: Kindly be aware of the updated documentation requirements before submitting your application.
Why and when to use it: This wording can be appropriate for administrative messages, formal instructions, and customer communication.
Purpose and Personalization: For a more natural modern tone, “Please be aware of” is usually a simpler alternative.
35. I Am Sharing This for Your Awareness
Meaning: Explains that information is being provided so the recipient stays informed.
Tone: Neutral, professional, and collaborative.
Example: I am sharing this for your awareness because the revised schedule may affect the next project milestone.
Why and when to use it: Use this phrase when keeping a colleague or stakeholder informed without necessarily requesting immediate action.
Purpose and Personalization: State whether the recipient needs to act or simply keep the information in mind.
36. Please Refer to the Following Information
Meaning: Directs the recipient to specific information for review or reference.
Tone: Formal, structured, and informative.
Example: Please refer to the following information for details about the updated registration process.
Why and when to use it: This phrase works well when sharing instructions, reference material, supporting documents, or detailed explanations.
Purpose and Personalization: Organize the relevant information under clear headings or bullet points for easier reading.
37. I Would Like to Emphasize
Meaning: Highlights a point that is especially important to understand.
Tone: Assertive, professional, and purposeful.
Example: I would like to emphasize that all client information must remain confidential.
Why and when to use it: Use this phrase when reinforcing a key requirement, explaining a critical concern, or ensuring that a central point is understood.
Purpose and Personalization: Reserve it for significant information rather than ordinary updates.
38. A Quick Reminder That
Meaning: Introduces a brief reminder about information, a deadline, or an upcoming event.
Tone: Friendly, concise, and professional.
Example: A quick reminder that the final presentation is scheduled for Friday at 11 a.m.
Why and when to use it: This expression is useful for follow-up emails, team updates, appointment reminders, and deadline notifications.
Purpose and Personalization: Include the relevant date or action and keep the wording friendly rather than demanding.
Conclusion
Choosing the right alternative to “please be advised” can make your emails sound more natural, considerate, and professional. From concise expressions such as “Please note” to warmer options like “I wanted to let you know,” each phrase serves a different communication purpose. Consider your audience, the importance of the information, and whether the recipient needs to take action before selecting your wording. By experimenting with these alternatives, you can communicate updates more effectively, maintain positive working relationships, and make your professional emails clearer and easier to read.
Discover More Articles
30+ Friendly Ways to Mention Gifts Are Optional on an Invitation
30+ Professional Phrases to Express Effort and Determination (2026)
30+ Thoughtful Funeral Planning Messages to Express Care and Respect
