Clear communication is not only about sharing information—it is also about choosing words that sound appropriate for the situation. The phrase “this is to inform you” is commonly used in professional emails, official notices, workplace announcements, and formal correspondence to introduce important information. While it is grammatically correct and professional, using the same expression repeatedly can make your writing feel predictable or overly formal. Fortunately, there are many polished alternatives that can make your communication more natural, precise, and engaging. Whether you are notifying a colleague about an update, informing a client about a decision, or making an official announcement, the right wording can strengthen your message. In this guide, you will discover 30+ professional ways to say “this is to inform you”, along with meanings, tones, examples, and practical guidance for choosing the best expression.
What Does “This Is to Inform You” Mean?
“This is to inform you” is a formal expression used to introduce information that the recipient needs to know. It is especially common in business correspondence, official letters, workplace notices, administrative messages, and formal announcements.
For example:
“This is to inform you that the meeting has been rescheduled to Monday.”
The phrase generally has a neutral, formal, and direct tone. It does not necessarily communicate emotion; its primary purpose is to signal that important information follows.
Although the expression is professional, it can sometimes sound stiff or formulaic. In everyday workplace communication, alternatives such as “I wanted to let you know,” “Please be advised,” or “I’m writing to let you know” may sound more natural.
When to Use “This Is to Inform You”
The phrase is most appropriate when you need to communicate information clearly and formally.
Formal Emails
Use it when notifying someone about an important administrative matter.
“This is to inform you that your application has been received.”
Workplace Announcements
It can introduce organizational updates or changes.
“This is to inform you that the office will remain closed on Friday.”
Official Letters
The phrase works well in formal correspondence with institutions, organizations, and authorities.
“This is to inform you that your request has been approved.”
Business Communication
It can be used when communicating changes involving clients, employees, vendors, or partners.
“This is to inform you that our payment terms have been updated.”
Notices and Circulars
The expression is particularly common in written notices.
“This is to inform all employees that the new policy will take effect next month.”
Speeches and Announcements
Although less common in conversational speech, it can introduce an official announcement.
“I am pleased to inform you that the project has been successfully completed.”
Is “This Is to Inform You” Polite or Professional?
Yes, “this is to inform you” is polite and professional, particularly in formal written communication. It communicates information without sounding casual or emotionally charged.
However, its level of formality can sometimes make it feel distant. In a friendly workplace, “I wanted to let you know” may feel more approachable, while “Please be advised” can sound more official.
Your choice should depend on the relationship with the recipient and the seriousness of the information. For a formal notice, a traditional expression may be appropriate. For a routine email between colleagues, a more conversational alternative may improve readability.
30+ Professional Ways to Say “This Is to Inform You”
1. I’m writing to inform you
Meaning: A professional way to introduce information in written communication.
Tone: Formal, professional, clear.
Example Sentence: “I’m writing to inform you that the deadline has been extended until Friday.”
Short Explanation: Use this when beginning a formal email or letter that contains important information.
Purpose and Personalization: This is one of the most versatile alternatives and works well for clients, colleagues, managers, and external contacts.
2. I’m writing to let you know
Meaning: A slightly more conversational way to communicate information.
Tone: Professional, friendly, approachable.
Example Sentence: “I’m writing to let you know that your request has been approved.”
Short Explanation: Choose this when you want to remain professional without sounding overly formal.
Purpose and Personalization: It is especially effective for everyday workplace emails.
3. I wanted to let you know that
Meaning: Introduces information in a warm and natural way.
Tone: Friendly, professional, conversational.
Example Sentence: “I wanted to let you know that the revised proposal is ready for your review.”
Short Explanation: Use it when communicating with someone you already know or work with regularly.
Purpose and Personalization: It adds a human touch to routine professional communication.
4. Please be advised that
Meaning: Signals that the recipient should take note of specific information.
Tone: Formal, official, authoritative.
Example Sentence: “Please be advised that the office will be closed on Monday.”
Short Explanation: Use this for policies, procedures, deadlines, and official notices.
Purpose and Personalization: It is particularly suitable when the information requires attention or awareness.
5. Please note that
Meaning: Politely directs the recipient’s attention to important information.
Tone: Professional, concise, neutral.
Example Sentence: “Please note that all submissions must be received by 5:00 p.m.”
Short Explanation: Use it when you want to highlight a particular detail without unnecessary formality.
Purpose and Personalization: This works especially well in emails, instructions, and workplace announcements.
6. I would like to inform you that
Meaning: A formal way of introducing information.
Tone: Very formal, respectful, professional.
Example Sentence: “I would like to inform you that your application has been successfully processed.”
Short Explanation: Use this when communicating with senior professionals, institutions, or external stakeholders.
Purpose and Personalization: It creates a respectful tone when the message calls for formality.
7. I’m pleased to inform you that
Meaning: Introduces positive or welcome information.
Tone: Formal, positive, courteous.
Example Sentence: “I’m pleased to inform you that your proposal has been accepted.”
Short Explanation: Use this when the information is favorable or represents good news.
Purpose and Personalization: This expression adds warmth while preserving professionalism.
8. I’m writing to advise you that
Meaning: Formally communicates information or an update.
Tone: Formal, professional, official.
Example Sentence: “I’m writing to advise you that the scheduled inspection has been postponed.”
Short Explanation: Use it when communicating official changes, decisions, or developments.
Purpose and Personalization: It works particularly well in administrative and business correspondence.
9. I wish to inform you that
Meaning: A highly formal expression for introducing information.
Tone: Formal, respectful, traditional.
Example Sentence: “I wish to inform you that your request has been forwarded to the appropriate department.”
Short Explanation: Use it when writing highly formal letters or official communications.
Purpose and Personalization: This wording is best reserved for situations where a formal register is expected.
10. I’d like to let you know that
Meaning: A polite and natural way to communicate information.
Tone: Friendly, professional, warm.
Example Sentence: “I’d like to let you know that the documents are now available.”
Short Explanation: Use it for professional emails where you want a softer alternative to formal notification language.
Purpose and Personalization: It sounds less bureaucratic while remaining appropriate for work.
11. I’m reaching out to let you know
Meaning: Indicates that you are contacting someone specifically to share information.
Tone: Professional, friendly, modern.
Example Sentence: “I’m reaching out to let you know about an update to your account.”
Short Explanation: Use it when initiating contact with a customer, client, or professional connection.
Purpose and Personalization: It is useful for customer service and relationship-based communication.
12. I’m contacting you to inform you
Meaning: Clearly explains why you are contacting the recipient.
Tone: Formal, direct, professional.
Example Sentence: “I’m contacting you to inform you of a change to the delivery schedule.”
Short Explanation: Use it when the purpose of the message needs to be immediately clear.
Purpose and Personalization: This is effective for concise business emails.
13. I’m contacting you regarding
Meaning: Introduces the subject or matter that requires the recipient’s attention.
Tone: Professional, direct, neutral.
Example Sentence: “I’m contacting you regarding the status of your application.”
Short Explanation: Use it when the information relates to a particular matter, case, or transaction.
Purpose and Personalization: It is especially useful when the subject is already known or clearly defined.
14. I’m writing regarding
Meaning: Introduces the reason for writing without directly using “inform.”
Tone: Professional, concise, formal.
Example Sentence: “I’m writing regarding the upcoming changes to our service agreement.”
Short Explanation: Use it when you want to transition naturally into the subject of your message.
Purpose and Personalization: It works well as an opening line in formal emails.
15. I’d like to bring to your attention
Meaning: Directs someone’s attention toward important information.
Tone: Formal, respectful, attentive.
Example Sentence: “I’d like to bring to your attention a recent change to the company policy.”
Short Explanation: Use it when the information deserves particular attention.
Purpose and Personalization: It is useful when you want to emphasize an issue without sounding aggressive.
16. I would like to bring to your attention
Meaning: A more formal version of “I’d like to bring to your attention.”
Tone: Highly formal, professional, respectful.
Example Sentence: “I would like to bring to your attention the updated compliance requirements.”
Short Explanation: Use it in formal correspondence, reports, or communications with senior stakeholders.
Purpose and Personalization: It gives your message a polished and authoritative opening.
17. I’d like to advise you that
Meaning: Provides formal notice about a situation or development.
Tone: Formal, professional, informative.
Example Sentence: “I’d like to advise you that the requested changes have been completed.”
Short Explanation: Use it when communicating a decision, status update, or procedural development.
Purpose and Personalization: It is suitable for business and administrative correspondence.
18. I’m reaching out regarding
Meaning: Opens a message by identifying its subject.
Tone: Modern, professional, approachable.
Example Sentence: “I’m reaching out regarding your recent inquiry.”
Short Explanation: Use it for client emails, follow-ups, and professional networking.
Purpose and Personalization: It creates a conversational opening without becoming too casual.
19. This message is to notify you that
Meaning: Explicitly states that the message serves as formal notification.
Tone: Formal, official, direct.
Example Sentence: “This message is to notify you that your account will be temporarily unavailable.”
Short Explanation: Use it when the recipient needs to regard the message as an official notice.
Purpose and Personalization: It is appropriate for administrative and organizational communications.
20. I am writing to notify you that
Meaning: Formally informs someone about an event, decision, or change.
Tone: Formal, professional, official.
Example Sentence: “I am writing to notify you that your appointment has been rescheduled.”
Short Explanation: Use it when the information has an official or administrative character.
Purpose and Personalization: It provides a clear and unmistakably professional tone.
21. I’d like to notify you that
Meaning: Politely communicates formal information.
Tone: Professional, formal, straightforward.
Example Sentence: “I’d like to notify you that the requested documents have been dispatched.”
Short Explanation: Use it when the information involves a formal action or status update.
Purpose and Personalization: This expression is useful in customer service and administrative emails.
22. I’m writing to provide an update
Meaning: Signals that new or revised information is being shared.
Tone: Professional, informative, approachable.
Example Sentence: “I’m writing to provide an update on the status of your project.”
Short Explanation: Use this when the recipient already knows about the subject and you are sharing new developments.
Purpose and Personalization: It sounds more natural than repeating a formal notification phrase.
23. I’d like to provide an update
Meaning: Introduces new information about an ongoing matter.
Tone: Professional, friendly, clear.
Example Sentence: “I’d like to provide an update regarding the implementation timeline.”
Short Explanation: Use it for progress reports, project communications, and follow-ups.
Purpose and Personalization: It emphasizes continuity rather than presenting the information as a formal announcement.
24. I’m writing to update you on
Meaning: Directly tells the recipient that you are providing new information.
Tone: Professional, concise, approachable.
Example Sentence: “I’m writing to update you on the progress of your application.”
Short Explanation: Use it when an earlier conversation or process is already underway.
Purpose and Personalization: It is an excellent choice for follow-up emails.
25. I’d like to make you aware that
Meaning: Politely draws attention to information the recipient should know.
Tone: Professional, courteous, neutral.
Example Sentence: “I’d like to make you aware that the submission requirements have changed.”
Short Explanation: Use it when awareness is more important than immediate action.
Purpose and Personalization: It can sound considerate when sharing potentially important information.
26. I want to make you aware of
Meaning: Lets someone know about a relevant fact or development.
Tone: Professional, conversational.
Example Sentence: “I want to make you aware of a minor change to the project schedule.”
Short Explanation: Use it in workplace conversations when you want to sound direct but approachable.
Purpose and Personalization: It works particularly well with colleagues and familiar professional contacts.
27. For your information
Meaning: Indicates that information is being provided for the recipient’s awareness or reference.
Tone: Formal, neutral, concise.
Example Sentence: “For your information, the revised schedule is attached to this email.”
Short Explanation: Use it when the recipient may not need to take action but should have the information.
Purpose and Personalization: It is useful for sharing documents, updates, and background details.
28. For your awareness
Meaning: Provides information so the recipient remains informed.
Tone: Professional, neutral, considerate.
Example Sentence: “For your awareness, the maintenance work has been moved to Thursday.”
Short Explanation: Use it when you want someone to know about a development without necessarily asking them to act.
Purpose and Personalization: This is a useful alternative for internal workplace communication.
29. Kindly note that
Meaning: Politely asks the recipient to take note of important information.
Tone: Formal, courteous, direct.
Example Sentence: “Kindly note that late submissions may not be considered.”
Short Explanation: Use it in formal notices, instructions, and professional correspondence.
Purpose and Personalization: It maintains politeness while emphasizing the importance of the information.
30. Please be aware that
Meaning: Alerts someone to information they should know.
Tone: Professional, clear, neutral.
Example Sentence: “Please be aware that processing times may vary during peak periods.”
Short Explanation: Use it when the information could affect expectations, planning, or decisions.
Purpose and Personalization: It works well for policies, customer communications, and workplace instructions.
31. I’m pleased to share that
Meaning: Introduces positive information or good news.
Tone: Warm, professional, positive.
Example Sentence: “I’m pleased to share that the team has successfully completed the project ahead of schedule.”
Short Explanation: Use it when you want to make an announcement sound more encouraging and celebratory.
Purpose and Personalization: It adds warmth to professional communication without losing credibility.
32. I’m happy to let you know that
Meaning: Communicates favorable information in a friendly manner.
Tone: Warm, friendly, professional.
Example Sentence: “I’m happy to let you know that your registration has been confirmed.”
Short Explanation: Use it when delivering good news to a customer, colleague, or professional contact.
Purpose and Personalization: This alternative creates a more personable connection than a purely formal notification.
33. I’d like to share an important update
Meaning: Signals that relevant new information is about to be presented.
Tone: Professional, engaging, informative.
Example Sentence: “I’d like to share an important update regarding our upcoming product launch.”
Short Explanation: Use it when the information is significant enough to deserve attention.
Purpose and Personalization: It works well for team announcements, newsletters, and business emails.
34. I’m reaching out to share an update
Meaning: Combines a friendly opening with a clear informational purpose.
Tone: Warm, professional, modern.
Example Sentence: “I’m reaching out to share an update on your service request.”
Short Explanation: Use it when you want your message to sound personal while remaining business-appropriate.
Purpose and Personalization: It is particularly effective in customer and client communication.
35. I’m writing to share some important information
Meaning: Introduces information that the recipient should know.
Tone: Professional, considerate, clear.
Example Sentence: “I’m writing to share some important information about the upcoming training session.”
Short Explanation: Use it when you want to signal relevance without sounding overly formal.
Purpose and Personalization: This expression works well for internal announcements and professional updates.
36. I’d like to keep you informed that
Meaning: Attempts to communicate that the recipient is being kept updated.
Tone: Formal, informative.
Example Sentence: “I’d like to keep you informed about the latest developments regarding the project.”
Short Explanation: This construction is less natural with “that”; “I’d like to keep you informed about…” is usually the better choice.
Purpose and Personalization: Prefer the “about” construction for smoother, more idiomatic professional writing.
37. I’m writing to bring you up to date on
Meaning: Provides the latest information about an ongoing matter.
Tone: Professional, conversational.
Example Sentence: “I’m writing to bring you up to date on the progress of the negotiations.”
Short Explanation: Use it when the recipient already has some background and needs the latest developments.
Purpose and Personalization: It is particularly useful for projects, cases, negotiations, and ongoing work.
38. I’d like to update you regarding
Meaning: Introduces new information about a particular subject.
Tone: Professional, concise, formal.
Example Sentence: “I’d like to update you regarding the status of your request.”
Short Explanation: Use it for follow-up correspondence where the recipient is expecting new information.
Purpose and Personalization: It provides a straightforward alternative to repetitive notification language.
Conclusion
Choosing the right alternative to “this is to inform you” can make professional communication sound clearer, more natural, and more engaging. Formal expressions such as “I am writing to notify you that” work well for official correspondence, while warmer options like “I wanted to let you know” are better suited to everyday workplace conversations. The key is to match your wording with the audience, purpose, and tone of your message. By varying your expressions thoughtfully, you can avoid repetitive language while maintaining professionalism. Experiment with these alternatives naturally and choose the phrase that best reflects the situation and relationship with your reader.
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