Effective communication is crucial in both professional and personal settings. The phrase “Please be informed” is commonly used to convey information, but its overuse can make writing sound monotonous.
Understanding alternative phrases not only enhances the clarity and impact of your message but also demonstrates a command of the English language. This article explores a variety of ways to express the same sentiment, providing detailed explanations, examples, and practice exercises to help you master this essential skill.
This guide is suitable for students, professionals, and anyone looking to improve their communication skills.
By learning these alternatives, you’ll be equipped to write more engaging and effective messages, tailoring your language to suit different contexts and audiences. This article will cover everything from formal business communication to more casual interpersonal exchanges, ensuring that you can confidently convey information in any situation.
By the end of this guide, you will have a robust understanding of various phrases that can replace “Please be informed,” and you’ll be able to apply them with confidence in your writing and speaking.
Table of Contents
- Introduction
- Definition of “Please Be Informed”
- Structural Breakdown
- Types and Categories of Alternatives
- Examples
- Usage Rules
- Common Mistakes
- Practice Exercises
- Advanced Topics
- FAQ
- Conclusion
Definition of “Please Be Informed”
The phrase “Please be informed” is a polite and formal way of introducing information that you want someone to know. It’s commonly used in professional or official communications to ensure the recipient is aware of a particular fact, decision, or update.
The phrase serves as a gentle directive, signaling that the information is important and should be noted. It’s often followed by a statement or explanation that provides the necessary details.
In terms of grammar, “Please be informed” is an imperative sentence structure. “Please” functions as a politeness marker, softening the command implied by “be informed.” The verb “be” is in its base form, and “informed” is the past participle of the verb “inform,” acting as an adjective describing the state the recipient should be in.
The phrase is generally used to convey information that is considered factual or official rather than personal opinions or casual observations.
Structural Breakdown
The phrase “Please be informed” can be broken down into three key components:
- “Please”: This is an adverb of manner that indicates politeness. It softens the imperative nature of the statement, making it more courteous.
- “Be”: This is the base form of the verb “to be.” In this context, it serves as a linking verb, connecting the subject (implied “you”) to the adjective “informed.”
- “Informed”: This is the past participle of the verb “to inform.” Here, it functions as an adjective, describing the desired state of the recipient—being aware of the information.
The structure follows a straightforward pattern: Politeness Marker + Linking Verb + Adjective. This structure is commonly used in formal requests and instructions to convey information respectfully.
Types and Categories of Alternatives
There are several categories of alternatives to “Please be informed,” each suited for different contexts and levels of formality. Understanding these categories allows you to choose the most appropriate phrase for your audience and purpose.
Formal Alternatives
Formal alternatives are suitable for professional settings, official correspondence, and situations where a high degree of respect and courtesy is required. These phrases often use more complex vocabulary and sentence structures.
Semi-Formal Alternatives
Semi-formal alternatives strike a balance between professionalism and approachability. They are appropriate for internal communications, emails to colleagues, and situations where a more relaxed tone is acceptable but still requires respect.
Informal Alternatives
Informal alternatives are best suited for casual conversations, emails to close colleagues, and situations where a relaxed and friendly tone is appropriate. These phrases often use simpler vocabulary and more direct language.
Direct Statements
Direct statements convey information without using phrases like “Please be informed.” They are straightforward and to the point, suitable for situations where clarity and efficiency are paramount.
Question Format
Using a question format can be a subtle way to convey information while engaging the recipient. This approach is particularly useful when you want to prompt the recipient to consider the information or take action.
Examples
The following sections provide examples of alternative phrases categorized by their level of formality and style. Each category includes a range of options to suit different contexts.
Formal Examples
These examples are suitable for formal business letters, official memos, and communications with senior management or external stakeholders.
The following table lists 30 formal alternatives to “Please be informed along with example sentences:
| Alternative Phrase | Example Sentence |
|---|---|
| Kindly be advised that… | Kindly be advised that the meeting has been rescheduled to Friday at 2 PM. |
| We wish to inform you that… | We wish to inform you that your application has been approved. |
| We would like to notify you that… | We would like to notify you that the system will be down for maintenance on Sunday. |
| It is our understanding that… | It is our understanding that you are aware of the new regulations. |
| It has come to our attention that… | It has come to our attention that there were discrepancies in the report. |
| We are writing to inform you that… | We are writing to inform you that your contract has been extended. |
| Please note that… | Please note that the deadline for submission is July 15th. |
| For your information… | For your information, the new policy will take effect next month. |
| We hereby inform you that… | We hereby inform you that your services are no longer required. |
| You are hereby notified that… | You are hereby notified that your account has been suspended. |
| Be it known that… | Be it known that the company has achieved record profits this quarter. |
| We must advise you that… | We must advise you that there will be changes to your benefits package. |
| It is important to note that… | It is important to note that attendance is mandatory. |
| We are compelled to inform you that… | We are compelled to inform you that legal action may be taken. |
| We find it necessary to inform you that… | We find it necessary to inform you that your performance is below expectations. |
| Please be aware that… | Please be aware that the building will be closed for renovations. |
| We bring to your attention that… | We bring to your attention that the meeting location has changed. |
| We are obliged to inform you that… | We are obliged to inform you that your visa application has been denied. |
| It is our duty to inform you that… | It is our duty to inform you that your employment is terminated. |
| We are pleased to announce that… | We are pleased to announce that we have exceeded our sales targets. |
| We regret to inform you that… | We regret to inform you that your proposal was not selected. |
| It is with great pleasure that we inform you… | It is with great pleasure that we inform you of your promotion. |
| We are instructed to inform you that… | We are instructed to inform you that the CEO will be stepping down. |
| We are directed to inform you that… | We are directed to inform you that the company is undergoing restructuring. |
| It is our intention to inform you that… | It is our intention to inform you that the project will be delayed. |
| We are in receipt of information that… | We are in receipt of information that a security breach has occurred. |
| We have been made aware that… | We have been made aware that there are concerns about the budget. |
| It has been brought to our attention that… | It has been brought to our attention that some employees are not following procedure. |
| We are keen to inform you that… | We are keen to inform you that we have secured a new partnership. |
| We are delighted to inform you that… | We are delighted to inform you that your research has been published. |
These alternatives maintain a professional tone while providing variety in sentence structure and vocabulary.
Semi-Formal Examples
These examples are suitable for internal emails, memos to colleagues, and less formal business communications.
The following table lists 30 semi-formal alternatives to “Please be informed” along with example sentences:
| Alternative Phrase | Example Sentence |
|---|---|
| Just so you know… | Just so you know, the meeting has been moved to the conference room. |
| For your awareness… | For your awareness, the new software will be installed tomorrow. |
| FYI (For Your Information)… | FYI, the project deadline has been extended by a week. |
| I wanted to let you know that… | I wanted to let you know that I’ll be out of the office next week. |
| I thought you should know that… | I thought you should know that the client approved our proposal. |
| Please be reminded that… | Please be reminded that the report is due on Friday. |
| As a reminder… | As a reminder, the team meeting is scheduled for tomorrow morning. |
| Note that… | Note that the parking lot will be closed for maintenance. |
| Keep in mind that… | Keep in mind that we need to submit the budget by the end of the day. |
| It’s worth noting that… | It’s worth noting that the customer feedback has been positive. |
| Heads up! | Heads up! The system will be undergoing maintenance tonight. |
| Just a heads up… | Just a heads up, there will be a fire drill this afternoon. |
| Good to know… | Good to know that the new intern will be joining our team. |
| In case you weren’t aware… | In case you weren’t aware, the office will be closed on Monday. |
| I’d like to inform you that… | I’d like to inform you that I will be leading the next project. |
| I’m writing to let you know that… | I’m writing to let you know that I have completed the report. |
| You might find it useful to know that… | You might find it useful to know that the training session is available online. |
| For your consideration… | For your consideration, I’ve attached the updated proposal. |
| As you may know… | As you may know, the company is restructuring. |
| You should be aware that… | You should be aware that the new policy goes into effect next month. |
| I’m sharing this to let you know… | I’m sharing this to let you know that the client loved our presentation. |
| I wanted to share with you that… | I wanted to share with you that I got promoted. |
| Just a quick note to let you know… | Just a quick note to let you know that the printer is out of paper. |
| I’d like to bring to your attention that… | I’d like to bring to your attention that there’s a discrepancy in the data. |
| It’s important for you to know that… | It’s important for you to know that the project is behind schedule. |
| To keep you in the loop… | To keep you in the loop, we’re having a team meeting tomorrow. |
| So you’re in the know… | So you’re in the know, the company is being acquired. |
| Thought you might be interested to know… | Thought you might be interested to know that we hired a new marketing manager. |
| For your reference… | For your reference, I’ve attached the meeting minutes. |
| Worth mentioning that… | Worth mentioning that the office will be closed for the holidays. |
These phrases are less stiff than formal alternatives but still maintain a professional tone.
Informal Examples
These examples are suitable for casual conversations, emails to close colleagues, and situations where a relaxed tone is appropriate.
The following table lists 20 informal alternatives to “Please be informed” along with example sentences:
| Alternative Phrase | Example Sentence |
|---|---|
| Just so you know… | Just so you know, I finished the report. |
| FYI… | FYI, the deadline is tomorrow. |
| Heads up… | Heads up, the boss is coming! |
| Just a heads up… | Just a heads up, I’m leaving early today. |
| So you know… | So you know, I’m not going to be able to make it to the party. |
| BTW (By The Way)… | BTW, did you hear about the new project? |
| Just saying… | Just saying, that shirt looks great on you. |
| Thought you’d like to know… | Thought you’d like to know, I got a new job. |
| You should know… | You should know, I’m terrible at keeping secrets. |
| Good to know… | Good to know you’re coming to the event! |
| In case you didn’t know… | In case you didn’t know, there’s free pizza in the breakroom. |
| Just wanted to tell you… | Just wanted to tell you, I appreciate your help. |
| Wanted to let you know… | Wanted to let you know, I’m running late. |
| Guess what… | Guess what, I won the lottery! |
| Did you hear about…? | Did you hear about the new policy changes? |
| Just thought I’d mention… | Just thought I’d mention, your presentation was amazing. |
| For the record… | For the record, I told you so. |
| So you’re aware… | So you’re aware, the meeting is at 3 PM. |
| Just a reminder… | Just a reminder, don’t forget to submit your timesheet. |
| Quick reminder… | Quick reminder, the party is this weekend! |
These phrases are casual and friendly, suitable for informal communication.
Direct Statement Examples
Direct statements convey information without using any preamble. They are efficient and to the point.
The following table lists 20 direct statement alternatives to “Please be informed” along with example sentences:
| Direct Statement | Example Sentence |
|---|---|
| The meeting has been rescheduled. | The meeting has been rescheduled to Friday at 2 PM. |
| Your application has been approved. | Your application has been approved and you may proceed with the next steps. |
| The system will be down for maintenance. | The system will be down for maintenance on Sunday from 10 AM to 2 PM. |
| The deadline for submission is July 15th. | The deadline for submission is July 15th, so please submit your reports by then. |
| The new policy will take effect next month. | The new policy will take effect next month, starting on August 1st. |
| Your contract has been extended. | Your contract has been extended for another year, congratulations. |
| Attendance is mandatory. | Attendance is mandatory for all employees at the training session. |
| The building will be closed for renovations. | The building will be closed for renovations from July 20th to August 1st. |
| The meeting location has changed. | The meeting location has changed to the conference room on the third floor. |
| Your visa application has been denied. | Your visa application has been denied due to incomplete documentation. |
| The company has achieved record profits. | The company has achieved record profits this quarter, thanks to everyone’s hard work. |
| There will be changes to your benefits package. | There will be changes to your benefits package starting next year. |
| Legal action may be taken. | Legal action may be taken if you do not comply with the agreement. |
| Your performance is below expectations. | Your performance is below expectations and needs improvement. |
| The meeting is scheduled for tomorrow morning. | The meeting is scheduled for tomorrow morning at 9 AM in the main hall. |
| The parking lot will be closed for maintenance. | The parking lot will be closed for maintenance this weekend. |
| We need to submit the budget by the end of the day. | We need to submit the budget by the end of the day, so please finalize your inputs. |
| The customer feedback has been positive. | The customer feedback has been positive regarding the new product. |
| The office will be closed on Monday. | The office will be closed on Monday for the holiday. |
| I will be leading the next project. | I will be leading the next project starting next week. |
These statements are clear and concise, ideal for situations where efficiency is key.
Question Format Examples
Using a question format can be a subtle way to convey information while engaging the recipient.
The following table lists 10 question format alternatives to “Please be informed” along with example sentences:
| Question Format | Example Sentence |
|---|---|
| Did you know that…? | Did you know that the office will be closed next Monday? |
| Are you aware that…? | Are you aware that there’s a new policy regarding remote work? |
| Have you heard that…? | Have you heard that the company is merging with another firm? |
| Were you informed that…? | Were you informed that your project proposal was accepted? |
| Have you considered…? | Have you considered updating your software to the latest version? |
| Are you familiar with…? | Are you familiar with the new guidelines for expense reports? |
| Do you remember that…? | Do you remember that the deadline is approaching soon? |
| Have you noticed that…? | Have you noticed that the printer is not working properly? |
| Have you seen…? | Have you seen the memo regarding office safety? |
| Are you up to date on…? | Are you up to date on the latest market trends? |
These questions prompt the recipient to consider the information, making it more engaging.
Usage Rules
When choosing an alternative to “Please be informed,” consider the following rules:
- Formality: Match the formality of the phrase to the context and audience. Use formal alternatives in professional settings and informal alternatives in casual settings.
- Clarity: Choose a phrase that clearly conveys the information. Avoid ambiguous or confusing language.
- Politeness: Maintain a polite tone, even when using direct statements. Use “please” or other politeness markers when appropriate.
- Conciseness: Be concise and to the point. Avoid unnecessary words or phrases.
- Audience: Consider your audience’s preferences and expectations. Choose a phrase that they will understand and appreciate.
Exceptions to these rules may occur in specific situations. For example, in urgent situations, a direct statement may be more appropriate than a formal alternative, even in a professional setting.
Common Mistakes
One common mistake is using overly formal language in informal settings, which can sound stilted or unnatural. Another mistake is using informal language in professional settings, which can be disrespectful or unprofessional.
Here are some examples of common mistakes and how to correct them:
| Incorrect | Correct | Explanation |
|---|---|---|
| “Heads up! We must advise you that the meeting will be rescheduled.” | “Heads up! The meeting will be rescheduled.” | Mixing informal and formal language. |
| “Just so you know, we are pleased to announce that your application has been approved.” | “We are pleased to announce that your application has been approved.” | Inappropriate use of informal language in a formal announcement. |
| “For your information, dude, the deadline is tomorrow.” | “For your information, the deadline is tomorrow.” | Too informal for most professional contexts. |
| “We hereby inform you, just saying, that the project is delayed.” | “We hereby inform you that the project is delayed.” | Mixing formal and informal language. |
Avoiding these common mistakes will help you communicate more effectively and appropriately.
Practice Exercises
Test your understanding of alternative phrases with the following exercises.
Exercise 1: Fill in the Blanks
Fill in the blanks with the most appropriate alternative phrase from the list provided.
List of Phrases: Kindly be advised, Just so you know, FYI, We regret to inform you, Are you aware
| Question | Answer |
|---|---|
| 1. ________ that the meeting has been moved to the conference room. | Just so you know |
| 2. ________ that the deadline for submitting the report is next Friday. | Kindly be advised |
| 3. ________, the company is undergoing restructuring. | FYI |
| 4. ________ that your application was not selected for the position. | We regret to inform you |
| 5. ________ that the new policy will go into effect next month? | Are you aware |
| 6. ________ that the building will be closed for renovations? | Are you aware |
| 7. ________, the project deadline has been extended by a week. | FYI |
| 8. ________ that the system will be down for maintenance on Sunday. | Kindly be advised |
| 9. ________ we cannot offer you the position at this time. | We regret to inform you |
| 10. ________ the meeting has been rescheduled? | Just so you know |
Exercise 2: Rewrite the Sentences
Rewrite the following sentences using a more appropriate alternative to “Please be informed,” considering the context provided.
| Original Sentence | Context | Rewritten Sentence |
|---|---|---|
| Please be informed that the meeting has been rescheduled. | Email to colleagues | Just so you know, the meeting has been rescheduled. |
| Please be informed that your application has been approved. | Official letter | We are pleased to inform you that your application has been approved. |
| Please be informed that the deadline is tomorrow. | Casual conversation | FYI, the deadline is tomorrow. |
| Please be informed that the building will be closed. | Memo to employees | Please note that the building will be closed for renovations. |
| Please be informed that there will be changes to your benefits. | Formal announcement | We must advise you that there will be changes to your benefits package. |
| Please be informed that the project is delayed. | Email to team members | Heads up, the project is delayed. |
| Please be informed that attendance is mandatory. | Official notice | It is important to note that attendance is mandatory. |
| Please be informed that a new policy has been implemented. | Company-wide announcement | Kindly be advised that a new policy has been implemented. |
| Please be informed that your account has been suspended. | Formal email | You are hereby notified that your account has been suspended. |
| Please be informed that the CEO will be stepping down. | Internal memo | We are instructed to inform you that the CEO will be stepping down. |
Exercise 3: Contextual Application
Choose the most appropriate alternative phrase for each context and explain your choice.
| Context | Alternative Phrases | Chosen Phrase | Explanation |
|---|---|---|---|
| Announcing a company merger to shareholders | Kindly be advised, Heads up, Just so you know | Kindly be advised | Formal context requires a formal phrase. |
| Reminding a colleague about an upcoming deadline | Please note, Just saying, We are obliged to inform you | Please note | Semi-formal context, polite and direct. |
| Telling a friend about a new restaurant | FYI, We wish to inform you, Did you know that | Did you know that | Informal context, engaging question. |
| Informing customers about a service outage | Please be aware, Just a heads up, It is our understanding | Please be aware | Professional but direct, prioritizing customer awareness. |
| Updating a team on project progress | So you know, We are pleased to announce, We are writing to inform you | So you know | Informal, team-oriented communication. |
| Notifying an employee of a policy violation | We must advise you, Just wanted to tell you, Are you aware | We must advise you | Serious matter requiring a formal tone. |
| Sharing a positive development with a close coworker | We are delighted to inform you, BTW, Heads up | Heads up | Casual and friendly announcement. |
| Announcing a change in office hours to the public | Kindly be advised, Just a quick note, Did you know | Kindly be advised | Formal announcement for a public audience. |
| Reminding a team of an upcoming meeting | As a reminder, Just saying, We are directed to inform you | As a reminder | Straightforward and professional. |
| Sharing new market research with a colleague | For your reference, We are in receipt of information, In case you didn’t know | For your reference | Professional and informative. |
Advanced Topics
For advanced learners, consider the nuances of tone and style when choosing an alternative to “Please be informed.” Pay attention to the implied meaning and emotional impact of each phrase. Also, explore how cultural differences may influence the interpretation of these phrases in international business settings.
For example, some cultures may prefer more direct communication, while others may value politeness and indirectness.
Furthermore, delve into the historical context of these phrases and how their usage has evolved over time. Understanding the etymology and historical usage can provide deeper insights into their current connotations and appropriateness in different situations.
Analyzing literary works and historical documents can offer valuable perspectives on the evolution of these phrases.
FAQ
- What is the best alternative to “Please be informed” in a formal business letter?
A good alternative in a formal business letter is “We wish to inform you that…” or “Kindly be advised that…” These phrases maintain a professional tone and convey respect.
- How can I make my emails sound less repetitive when conveying information?
Vary your language by using different alternatives to “Please be informed.” For example, you can use “Just so you know,” “For your awareness,” or “I wanted to let you know that…”
- Is it ever appropriate to use informal alternatives in a professional setting?
Yes, in certain situations, such as emails to close colleagues or internal communications where a more relaxed tone is acceptable. However, it’s important to gauge the context and audience carefully.
- What are some common mistakes to avoid when using alternatives to “Please be informed”?
Avoid mixing formal and informal language, using overly casual language in professional settings, and choosing phrases that are ambiguous or unclear.
- How do cultural differences affect the interpretation of these phrases?
Different cultures have varying expectations regarding formality and directness. Some cultures may prefer more direct and concise language, while others may value politeness and indirectness. It’s essential to be aware of these cultural nuances when communicating with international audiences.
- Can I use direct statements in all situations?
While direct statements are efficient, they may not be appropriate in all situations. Consider the context, audience, and your relationship with the recipient. In situations where politeness and respect are paramount, it’s best to use a more formal or semi-formal alternative.
Conclusion
Mastering alternative phrases for “Please be informed” is an essential skill for effective communication. By understanding the nuances of formality, tone, and context, you can choose the most appropriate phrase for any situation.
This guide has provided a comprehensive overview of various alternatives, examples, and practice exercises to help you enhance your communication skills. Whether you’re writing a formal business letter, an email to a colleague, or a casual message to a friend, you can now confidently convey information in a clear, concise, and engaging manner.
By continuously practicing and refining your language skills, you can become a more effective and persuasive communicator in all aspects of your life.