In professional communication, relying on the phrase “I am writing to inform you” can sound repetitive and uninspired. Mastering alternative phrases not only enhances the clarity and sophistication of your writing but also allows you to tailor your message to the specific context and audience.
This article provides a comprehensive guide to various formal alternatives, equipping you with the tools to express your intent with precision and impact. Whether you are drafting a business email, a legal document, or an academic paper, understanding these alternatives will significantly improve your communication skills.
This guide is designed for students, professionals, and anyone seeking to refine their formal writing. By exploring different categories of phrases and their nuances, you will gain a deeper understanding of how to convey information effectively and professionally.
Table of Contents
- Introduction
- Definition and Purpose
- Structural Breakdown
- Categories of Alternatives
- Examples
- Usage Rules
- Common Mistakes
- Practice Exercises
- Advanced Topics
- FAQ
- Conclusion
Definition and Purpose
The phrase “I am writing to inform you” serves as an introductory statement in formal writing, indicating the sender’s intention to convey specific information to the recipient. Its primary purpose is to set the context for the message and prepare the reader for the content that follows.
While grammatically correct, its overuse can lead to monotonous and impersonal communication. Therefore, exploring alternative phrases is essential for crafting more engaging and impactful messages.
The function of this phrase, and its alternatives, is to clearly and concisely communicate the reason for writing. This clarity is crucial in professional and formal settings where time is valuable and misunderstandings should be minimized.
By using varied and precise language, you can enhance the effectiveness of your communication and maintain a professional tone.
In business correspondence, legal documents, academic papers, and official announcements, replacing “I am writing to inform you” with a more sophisticated alternative can significantly elevate the perceived quality of your communication.
Structural Breakdown
The basic structure of phrases that replace “I am writing to inform you” typically includes a subject (often implied or explicitly stated), a verb indicating the action of writing or communicating, and the object of the communication (the information being conveyed). The structure can be varied to suit different contexts and purposes.
Here’s a breakdown of the common structural elements:
- Subject: The person or entity doing the writing (e.g., I, We, The company). Often implied in more concise phrases.
- Verb: An action verb indicating the purpose of the writing (e.g., to provide, to update, to announce, to request, to confirm).
- Object: The specific information, update, request, or announcement being communicated.
- Optional elements: Prepositional phrases (e.g., regarding the matter, in reference to), and conjunctions (e.g., and, but, therefore) that connect ideas and provide context.
Understanding this structure allows you to deconstruct and reconstruct different phrases, tailoring them to your specific needs. For example, you can change the verb to reflect the precise nature of your communication, or add prepositional phrases to provide additional context.
Categories of Alternatives
Alternatives to “I am writing to inform you” can be categorized based on the specific purpose of the communication. Understanding these categories will help you choose the most appropriate phrase for each situation.
Stating the Purpose Directly
These phrases directly state the reason for writing. They are suitable when you want to be clear and concise from the outset.
Examples include: “The purpose of this letter is to…”, “This letter serves to…”, and “I am writing to provide you with…”. These phrases are direct and unambiguous, leaving no doubt about the intention of the message.
Providing Updates
These phrases are used when you are providing updates on a project, situation, or event.
Examples include: “I am writing to update you on…”, “This is to inform you of the progress on…”, and “Please find below an update regarding…”. These phrases indicate that the recipient is already aware of the subject matter and is receiving new information.
Announcing News or Changes
These phrases are used when you are announcing new information, changes, or developments.
Examples include: “I am writing to announce…”, “We are pleased to inform you that…”, and “Please be advised that…”. These phrases create a sense of importance and formality, suitable for significant announcements.
Requesting Action
These phrases are used when you are requesting the recipient to take a specific action.
Examples include: “I am writing to request…”, “We would appreciate it if you could…”, and “Please consider the following…”. These phrases are polite and professional, clearly indicating the desired action.
Legal and Formal Contexts
These phrases are used in legal documents, official notices, and other highly formal contexts.
Examples include: “This is to notify you that…”, “Be it known that…”, and “This letter constitutes official notification of…”. These phrases are authoritative and precise, leaving no room for ambiguity.
Examples
The following sections provide extensive examples of alternative phrases, categorized by their specific purpose. Each example is designed to illustrate the nuances and appropriate context for each phrase.
Stating the Purpose Directly
The following table presents phrases that directly state the purpose of the communication. These are useful for clarity and directness.
| Alternative Phrase | Example Sentence |
|---|---|
| The purpose of this letter is to… | The purpose of this letter is to inform you of the upcoming changes to our company policy. |
| This letter serves to… | This letter serves to confirm your appointment scheduled for next Tuesday. |
| I am writing to provide you with… | I am writing to provide you with the requested information regarding the project timeline. |
| This is to inform you that… | This is to inform you that your application has been approved. |
| We are writing to communicate… | We are writing to communicate our decision regarding your proposal. |
| I am contacting you to… | I am contacting you to discuss the details of the contract. |
| The objective of this communication is to… | The objective of this communication is to outline the new safety procedures. |
| I am writing in order to… | I am writing in order to clarify some points from our previous conversation. |
| This correspondence is to… | This correspondence is to officially register your complaint. |
| The intent of this message is to… | The intent of this message is to schedule a meeting at your earliest convenience. |
| I am writing to convey… | I am writing to convey our sincere appreciation for your hard work. |
| This communication is intended to… | This communication is intended to update you on the current status of the audit. |
| We wish to inform you that… | We wish to inform you that the event has been postponed due to unforeseen circumstances. |
| I am writing with the intention of… | I am writing with the intention of resolving the outstanding issues. |
| The aim of this letter is to… | The aim of this letter is to provide a comprehensive overview of the project. |
| I am writing to advise you of… | I am writing to advise you of the potential risks involved. |
| This is to let you know that… | This is to let you know that we have received your payment. |
| I am writing to notify you about… | I am writing to notify you about the change in leadership. |
| This serves as notice that… | This serves as notice that your subscription will expire soon. |
| I am writing to bring to your attention… | I am writing to bring to your attention some discrepancies in the report. |
| The purpose of this email is… | The purpose of this email is to schedule an interview with you. |
| I am writing to let you know… | I am writing to let you know that the deadline has been extended. |
| This is to make you aware that… | This is to make you aware that there will be a power outage tomorrow. |
| I am writing to discuss… | I am writing to discuss the terms and conditions of the agreement. |
| The following is to inform you about… | The following is to inform you about the upcoming workshop. |
This table provides a variety of options for directly stating the purpose of your communication, allowing you to choose the phrase that best suits the context and tone of your message.
Providing Updates
The following table presents phrases specifically designed for providing updates on ongoing matters.
| Alternative Phrase | Example Sentence |
|---|---|
| I am writing to update you on… | I am writing to update you on the progress of the marketing campaign. |
| This is to inform you of the progress on… | This is to inform you of the progress on the construction project. |
| Please find below an update regarding… | Please find below an update regarding the status of your order. |
| As a follow-up to our previous conversation… | As a follow-up to our previous conversation, I am writing to provide you with additional details. |
| Following up on our last meeting… | Following up on our last meeting, here is an overview of the action items completed. |
| I wanted to provide you with an update on… | I wanted to provide you with an update on the recent developments in the case. |
| Just a quick update on… | Just a quick update on the sales figures for the month. |
| I am writing to keep you informed about… | I am writing to keep you informed about the latest changes in policy. |
| Here’s the latest news on… | Here’s the latest news on the ongoing negotiations. |
| I’m pleased to report that… | I’m pleased to report that the project is on track. |
| This is to give you a status report on… | This is to give you a status report on the quarterly performance. |
| I am writing to provide a progress report on… | I am writing to provide a progress report on the research initiative. |
| Attached you will find an update on… | Attached you will find an update on the budget allocation. |
| I am writing to share the latest information regarding… | I am writing to share the latest information regarding the conference schedule. |
| As per your request, I am providing an update on… | As per your request, I am providing an update on the recruitment process. |
| I am writing to inform you of the current situation regarding… | I am writing to inform you of the current situation regarding the supply chain issues. |
| To keep you in the loop, I am writing to update you on… | To keep you in the loop, I am writing to update you on the client feedback. |
| Let me update you on… | Let me update you on the changes to the product specifications. |
| I’m following up with an update on… | I’m following up with an update on the pending legal matters. |
| I am writing to provide a short overview of… | I am writing to provide a short overview of the key milestones achieved. |
This table presents various phrases for providing updates, allowing you to maintain a professional and informative tone in your communication.
Announcing News or Changes
The following table provides alternatives for announcing news or changes in a formal setting.
| Alternative Phrase | Example Sentence |
|---|---|
| I am writing to announce… | I am writing to announce the launch of our new product line. |
| We are pleased to inform you that… | We are pleased to inform you that you have been selected for the promotion. |
| Please be advised that… | Please be advised that the office will be closed on Monday for the holiday. |
| We are delighted to announce… | We are delighted to announce the successful completion of the fundraising campaign. |
| It is with great pleasure that we announce… | It is with great pleasure that we announce the appointment of the new CEO. |
| We regret to inform you that… | We regret to inform you that the event has been cancelled. |
| We are writing to inform you of a change in… | We are writing to inform you of a change in our privacy policy. |
| This is to notify you of… | This is to notify you of the upcoming system maintenance. |
| We would like to inform you that… | We would like to inform you that the new regulations will take effect next month. |
| It has come to our attention that… | It has come to our attention that there have been some security breaches. |
| We are announcing the implementation of… | We are announcing the implementation of a new customer service system. |
| We are excited to share that… | We are excited to share that we have reached a new milestone. |
| I am writing to let you know about… | I am writing to let you know about the new employee benefits package. |
| We are informing you of the upcoming… | We are informing you of the upcoming shareholders meeting. |
| Please note that… | Please note that the deadline has been extended. |
| We are formally announcing… | We are formally announcing our merger with ABC Corporation. |
| It is our pleasure to announce… | It is our pleasure to announce the winners of the annual awards. |
| I am writing to make you aware of… | I am writing to make you aware of the new safety protocols. |
| We are communicating to you the following… | We are communicating to you the following changes to the terms of service. |
| This serves to announce… | This serves to announce the opening of our new branch. |
This table provides a range of phrases suitable for announcing news or changes, allowing you to convey information with the appropriate level of formality and impact.
Requesting Action
The following table showcases alternatives for requesting actions in a professional and courteous manner.
| Alternative Phrase | Example Sentence |
|---|---|
| I am writing to request… | I am writing to request your assistance with the upcoming project. |
| We would appreciate it if you could… | We would appreciate it if you could review the attached document. |
| Please consider the following… | Please consider the following proposal for the new marketing strategy. |
| I am asking for your assistance in… | I am asking for your assistance in resolving this technical issue. |
| We kindly request that you… | We kindly request that you submit your report by Friday. |
| Your attention to this matter is greatly appreciated… | Your attention to this matter is greatly appreciated, and we await your prompt response. |
| We would be grateful if you could… | We would be grateful if you could provide us with your feedback. |
| I am writing to seek your approval for… | I am writing to seek your approval for the budget proposal. |
| We require your immediate attention to… | We require your immediate attention to this critical issue. |
| I am requesting your input on… | I am requesting your input on the new product design. |
| Could you please… | Could you please send us the required documents? |
| We invite you to… | We invite you to participate in the upcoming survey. |
| I am seeking your advice on… | I am seeking your advice on the best course of action. |
| We are looking for your cooperation in… | We are looking for your cooperation in implementing the new policies. |
| I am writing to solicit your support for… | I am writing to solicit your support for our fundraising initiative. |
| We are asking for your contribution to… | We are asking for your contribution to the team effort. |
| I would like to request that you… | I would like to request that you attend the meeting. |
| We are seeking your endorsement of… | We are seeking your endorsement of the new marketing campaign. |
| I am urging you to… | I am urging you to take immediate action. |
| We are appealing to you to… | We are appealing to you to reconsider your decision. |
This table provides a variety of options for requesting action, ensuring that your requests are communicated effectively and respectfully.
Legal and Formal Contexts
The following table presents alternatives that are suitable for legal documents, official notices, and other highly formal contexts.
| Alternative Phrase | Example Sentence |
|---|---|
| This is to notify you that… | This is to notify you that legal proceedings have been initiated. |
| Be it known that… | Be it known that the agreement is hereby terminated. |
| This letter constitutes official notification of… | This letter constitutes official notification of your termination of employment. |
| Hereby, we inform you that… | Hereby, we inform you that your account has been suspended. |
| Pursuant to the terms of… | Pursuant to the terms of the contract, we are required to notify you. |
| This serves as formal notice that… | This serves as formal notice that you are in violation of the agreement. |
| We are writing to provide official notice of… | We are writing to provide official notice of the upcoming hearing. |
| This document serves as notification of… | This document serves as notification of the change in ownership. |
| You are hereby notified that… | You are hereby notified that you are required to appear in court. |
| We are issuing this notice to inform you that… | We are issuing this notice to inform you that your property is subject to foreclosure. |
| This is to formally advise you that… | This is to formally advise you that your appeal has been denied. |
| Take notice that… | Take notice that the property will be sold at auction. |
| In accordance with the law… | In accordance with the law, we are required to inform you of your rights. |
| This letter is to serve as official confirmation of… | This letter is to serve as official confirmation of the agreement reached between both parties. |
| We are compelled to inform you that… | We are compelled to inform you that we are taking legal action. |
| This is to provide you with legal notice of… | This is to provide you with legal notice of the claim against you. |
| We are obligated to inform you that… | We are obligated to inform you that your visa has been revoked. |
| This is to certify that… | This is to certify that the document is a true and accurate copy. |
| We are authorized to inform you that… | We are authorized to inform you that your application has been approved. |
| This serves as a legal declaration that… | This serves as a legal declaration that the property is now under new ownership. |
This table provides phrases suitable for legal and formal contexts, ensuring that your communication is precise, authoritative, and legally sound.
Usage Rules
When choosing an alternative to “I am writing to inform you,” consider the following usage rules:
- Formality: Select a phrase that matches the level of formality required by the context. Legal documents require more formal language than routine business emails.
- Audience: Tailor your language to your audience. A phrase that is appropriate for a colleague may not be suitable for a client or senior executive.
- Clarity: Ensure that the alternative phrase clearly and concisely conveys the purpose of your communication. Avoid ambiguity or overly complex language.
- Context: Consider the overall context of your message. Choose a phrase that aligns with the tone and content of the rest of your communication.
- Avoid Overuse: Even the best alternatives can become repetitive if used too frequently. Vary your language to keep your writing engaging.
Important Note: Always proofread your writing carefully to ensure that your chosen phrase is grammatically correct and appropriate for the intended audience and context.
Common Mistakes
Here are some common mistakes to avoid when using alternatives to “I am writing to inform you”:
- Using overly informal language in formal contexts: Phrases like “Just letting you know” are not appropriate for legal documents or official announcements.
- Using overly complex language in simple contexts: Avoid using jargon or technical terms that your audience may not understand.
- Mismatched tone: Ensure that the tone of your chosen phrase aligns with the overall tone of your message. For example, avoid using a lighthearted phrase when delivering bad news.
- Grammatical errors: Always double-check your grammar to ensure that your chosen phrase is grammatically correct.
Here are some examples of common mistakes and their corrections:
| Incorrect | Correct | Explanation |
|---|---|---|
| Just letting you know that the meeting is cancelled. | Please be advised that the meeting has been cancelled. | The first phrase is too informal for a professional announcement. |
| I am writing to apprise you of the exigent circumstances pertaining to the aforementioned matter. | I am writing to inform you of the urgent situation regarding this matter. | The first phrase is overly complex and uses unnecessary jargon. |
| I am writing to happily inform you of the unfortunate news. | I regret to inform you of the unfortunate news. | The tone of “happily inform” is inappropriate for delivering bad news. |
| I am writing to requesting your presence. | I am writing to request your presence. | The first phrase contains a grammatical error (“requesting” should be “request”). |
By being aware of these common mistakes, you can ensure that your communication is clear, professional, and effective.
Practice Exercises
Test your understanding of the alternatives to “I am writing to inform you” with the following exercises.
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Exercise 1: Choose the best alternative.
Select the most appropriate alternative to “I am writing to inform you” for each of the following scenarios.
Scenario Possible Alternatives Correct Answer Announcing a new company policy to all employees. a) Just letting you know… b) We are pleased to inform you that… c) FYI… b) We are pleased to inform you that… Providing an update on the progress of a project to a client. a) Here’s the latest… b) I am writing to update you on… c) Just a quick note… b) I am writing to update you on… Requesting a colleague to review a document. a) Hey, check this out… b) We would appreciate it if you could… c) Just wanted to share… b) We would appreciate it if you could… Notifying a customer about a delay in their order. a) Just a heads up… b) We regret to inform you that… c) FYI… b) We regret to inform you that… Announcing a company’s annual results to shareholders. a) Here’s how we did… b) We are delighted to announce… c) Just wanted to share… b) We are delighted to announce… -
Exercise 2: Rewrite the sentences.
Rewrite the following sentences using a more formal alternative to “I am writing to inform you.”
Original Sentence Rewritten Sentence I am writing to inform you that your application has been received. This is to confirm that your application has been received. I am writing to inform you about the upcoming changes to the system. Please be advised that there will be upcoming changes to the system. I am writing to inform you that the deadline has been extended. This is to notify you that the deadline has been extended. I am writing to inform you of the results of the survey. The purpose of this email is to inform you of the results of the survey. I am writing to inform you about the new company policy. We are writing to inform you about the new company policy. -
Exercise 3: Fill in the blanks.
Complete the following sentences with an appropriate alternative to “I am writing to inform you.”
Incomplete Sentence Completed Sentence _______ the progress of the project. I am writing to update you on the progress of the project. _______ your approval for the proposed budget. I am writing to request your approval for the proposed budget. _______ that the office will be closed next Monday. Please be advised that the office will be closed next Monday. _______ the new marketing strategy. Please consider the new marketing strategy. _______ you on the recent developments. I wanted to provide you with an update on the recent developments.
Answers:
Exercise 1:
- b) We are pleased to inform you that…
- b) I am writing to update you on…
- b) We would appreciate it if you could…
- b) We regret to inform you that…
- b) We are delighted to announce…
Exercise 2: (Example answers provided; variations are possible)
- This is to confirm that your application has been received.
- Please be advised that there will be upcoming changes to the system.
- This is to notify you that the deadline has been extended.
- The purpose of this email is to inform you of the results of the survey.
- We are writing to inform you about the new company policy.
Exercise 3: (Example answers provided; variations are possible)
- I am writing to update you on the progress of the project.
- I am writing to request your approval for the proposed budget.
- Please be advised that the office will be closed next Monday.
- Please consider the new marketing strategy.
- I wanted to provide you with an update on the recent developments.
Advanced Topics
For advanced learners, consider exploring the following topics:
- Nuances in formal language: Explore the subtle differences between various formal phrases and their impact on the reader.
- Cultural considerations: Understand how cultural norms may influence the choice of language in formal communication.
- Legal jargon: Study common legal terms and phrases used in formal documents.
- Rhetorical devices: Learn how to use rhetorical devices to enhance the impact of your writing.
By delving into these advanced topics, you can further refine your formal writing skills and communicate with greater precision and sophistication.
FAQ
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Q: Is it always necessary to avoid “I am writing to inform you”?
A: While it’s not always necessary to avoid the phrase entirely, using alternatives can make your writing more engaging and professional. Varying your language demonstrates attention to detail and enhances the overall quality of your communication.
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Q: How do I choose the best alternative phrase?
A: Consider the context, audience, and purpose of your communication. Choose a phrase that accurately reflects your intent and matches the level of formality required.
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Q: Are there any situations where “I am writing to inform you” is the best choice?
A: In some situations, such as when you need to be extremely direct and unambiguous, “I am writing to inform you” may be the most appropriate choice. However, even in these cases, consider whether a slightly more nuanced alternative might be more effective.
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Q: What if I’m not sure which phrase to use?
A: When in doubt, err on the side of formality and clarity. Choose a phrase that is grammatically correct and clearly conveys your message. You can also consult a style guide or ask a colleague for feedback.
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Q: How can I improve my formal writing skills in general?
A: Practice regularly, read widely, and seek feedback on your writing. Pay attention to grammar, style, and tone, and strive for clarity and precision in your communication.
Conclusion
Mastering alternatives to “I am writing to inform you” is a valuable skill for anyone seeking to improve their formal writing. By understanding the nuances of different phrases and their appropriate contexts, you can craft more engaging, effective, and professional communications.
Whether you are drafting a business email, a legal document, or an academic paper, the ability to vary your language will significantly enhance the quality and impact of your writing. Remember to consider the audience, context, and purpose of your message when choosing an alternative phrase, and always strive for clarity and precision in your communication.