Effective communication is crucial in both professional and personal settings. The phrase “This is to inform you” is a common way to introduce important information, but overuse can make your writing sound monotonous and formal.
This article explores numerous alternative phrases and sentence structures that convey the same message with greater clarity, impact, and nuance. Whether you’re writing emails, reports, or announcements, mastering these alternatives will enhance your communication style.
This guide is designed for anyone looking to improve their English writing skills, especially students, professionals, and non-native English speakers.
Table of Contents
- Introduction
- Definition and Purpose
- Structural Breakdown of Alternatives
- Categories of Alternative Phrases
- Examples of Alternative Phrases
- Usage Rules and Guidelines
- Common Mistakes to Avoid
- Practice Exercises
- Advanced Topics
- Frequently Asked Questions
- Conclusion
Definition and Purpose
The phrase “This is to inform you” serves the primary function of introducing a piece of information, often of some importance, to the recipient. It acts as a formal signal that what follows is intended to be received as official or noteworthy.
However, its straightforward nature can sometimes come across as impersonal or even stilted, particularly in contexts that call for a more engaging or nuanced approach. The purpose of exploring alternatives is to provide communicators with a broader toolkit of phrases that can convey the same intent with varying degrees of formality, directness, and emphasis.
This allows for more effective tailoring of the message to the specific audience and situation, thereby enhancing clarity and impact.
Structural Breakdown of Alternatives
Alternatives to “This is to inform you” can be broken down based on their grammatical structure and the elements they emphasize. Some alternatives are simple declarative statements, directly presenting the information without any introductory phrase.
Others use a more complex structure to soften the announcement or highlight its significance. Here’s a general overview of the structural components:
- Subject-Verb Agreement: Ensuring correct subject-verb agreement is crucial.
- Tense Consistency: Maintain consistent verb tense throughout the sentence and related sentences.
- Clarity and Precision: Use clear and precise language to avoid ambiguity.
- Appropriate Tone: Choose a tone that matches the context and audience.
- Conciseness: Avoid unnecessary words or phrases.
Categories of Alternative Phrases
To better understand the range of alternatives, we can categorize them based on their tone and purpose.
Direct Statements
These are the most straightforward alternatives, presenting the information without any introductory phrase. They are suitable for situations where clarity and conciseness are paramount.
Formal Alternatives
These alternatives maintain a professional tone and are appropriate for official communications, such as reports, memos, and formal emails.
Informal Alternatives
These phrases are suitable for casual conversations, emails to colleagues, and other less formal settings. They often use contractions and a more conversational tone.
Proactive Announcements
These alternatives are used to announce upcoming events, changes, or initiatives. They often convey a sense of anticipation or excitement.
Request-Oriented Alternatives
These alternatives are used when the information is related to a request or action that needs to be taken. They often include a call to action.
Examples of Alternative Phrases
Below are several examples of alternative phrases, categorized by their tone and purpose. Each category includes a variety of options to suit different contexts.
Examples of Direct Statements
Direct statements are the most efficient way to convey information. They eliminate unnecessary introductory phrases and get straight to the point.
The following table provides examples of direct statements used in various contexts.
| Original Sentence | Direct Statement Alternative |
|---|---|
| This is to inform you that the meeting has been rescheduled. | The meeting has been rescheduled. |
| This is to inform you that your application has been approved. | Your application has been approved. |
| This is to inform you that the deadline has been extended. | The deadline has been extended. |
| This is to inform you that the office will be closed on Monday. | The office will be closed on Monday. |
| This is to inform you that your account has been credited. | Your account has been credited. |
| This is to inform you that the project is now complete. | The project is now complete. |
| This is to inform you that the new policy will take effect next month. | The new policy will take effect next month. |
| This is to inform you that your request has been processed. | Your request has been processed. |
| This is to inform you that we have received your payment. | We have received your payment. |
| This is to inform you that the system will be down for maintenance. | The system will be down for maintenance. |
| This is to inform you that the budget has been approved. | The budget has been approved. |
| This is to inform you that the conference has been cancelled. | The conference has been cancelled. |
| This is to inform you that your subscription has been renewed. | Your subscription has been renewed. |
| This is to inform you that the report is due next week. | The report is due next week. |
| This is to inform you that the training session will be held on Friday. | The training session will be held on Friday. |
| This is to inform you that the new software has been installed. | The new software has been installed. |
| This is to inform you that the contract has been signed. | The contract has been signed. |
| This is to inform you that the shipment has been dispatched. | The shipment has been dispatched. |
| This is to inform you that the results are now available. | The results are now available. |
| This is to inform you that the event has been postponed. | The event has been postponed. |
| This is to inform you that the investigation is complete. | The investigation is complete. |
| This is to inform you that the issue has been resolved. | The issue has been resolved. |
| This is to inform you that the position has been filled. | The position has been filled. |
| This is to inform you that the policy has been updated. | The policy has been updated. |
| This is to inform you that the system upgrade is complete. | The system upgrade is complete. |
Examples of Formal Alternatives
Formal alternatives are useful in professional settings where maintaining a respectful and polished tone is essential. These phrases often use more sophisticated vocabulary and sentence structures.
The table below shows examples of formal alternatives that can be used in place of “This is to inform you.”
| Original Sentence | Formal Alternative |
|---|---|
| This is to inform you that your proposal has been accepted. | We are pleased to announce that your proposal has been accepted. |
| This is to inform you that the project is behind schedule. | Please be advised that the project is currently behind schedule. |
| This is to inform you that the new regulations will be implemented soon. | It is our intention to implement the new regulations in the near future. |
| This is to inform you that your account is overdue. | We wish to bring to your attention that your account is currently overdue. |
| This is to inform you that the contract has been terminated. | Kindly note that the contract has been terminated. |
| This is to inform you that we have received your complaint. | We acknowledge receipt of your complaint. |
| This is to inform you that your application is under review. | Please be informed that your application is currently under review. |
| This is to inform you that the audit will commence next week. | We hereby notify you that the audit will commence next week. |
| This is to inform you that the budget has been revised. | We are writing to advise you that the budget has been revised. |
| This is to inform you that the new policy has been approved. | It is our understanding that the new policy has been approved. |
| This is to inform you that the decision has been made. | We are writing to communicate that a decision has been made. |
| This is to inform you that the assessment is complete. | Please be advised that the assessment is now complete. |
| This is to inform you that the investigation is ongoing. | We wish to inform you that the investigation is currently ongoing. |
| This is to inform you that the results are available. | We are pleased to advise that the results are now available. |
| This is to inform you that the meeting is postponed. | We regret to inform you that the meeting is postponed. |
| This is to inform you that the deadline is approaching. | Kindly remember that the deadline is rapidly approaching. |
| This is to inform you that the issue has been escalated. | We wish to notify you that the issue has been escalated. |
| This is to inform you that the information is confidential. | Please note that the information is strictly confidential. |
| This is to inform you that the changes will be implemented soon. | We are writing to apprise you of the upcoming changes. |
| This is to inform you that the process has begun. | We are writing to advise you that the process has officially begun. |
| This is to inform you that the documentation is required. | We wish to bring to your attention that the documentation is required. |
| This is to inform you that the matter is being addressed. | Please be informed that the matter is currently being addressed. |
| This is to inform you that the concerns have been noted. | We acknowledge that the concerns have been duly noted. |
| This is to inform you that the details are enclosed. | Please find enclosed the relevant details. |
| This is to inform you that the schedule has been updated. | We are writing to advise you that the schedule has been updated. |
Examples of Informal Alternatives
Informal alternatives are perfect for emails to colleagues, friendly reminders, or internal communications where a relaxed tone is appropriate. These phrases often use contractions and a more conversational style.
The following table provides examples of informal alternatives.
| Original Sentence | Informal Alternative |
|---|---|
| This is to inform you that the meeting is at 2 PM. | Just a heads up, the meeting’s at 2 PM. |
| This is to inform you that the files are ready. | FYI, the files are ready. |
| This is to inform you that I’m running late. | Just letting you know, I’m running late. |
| This is to inform you that the pizza is here. | Good news, the pizza’s here! |
| This is to inform you that the coffee is ready. | Just wanted to let you know, the coffee’s ready. |
| This is to inform you that the printer is fixed. | Great news, the printer’s fixed! |
| This is to inform you that I’ve finished the report. | Just wanted to let you know I’ve finished the report. |
| This is to inform you that the tickets are booked. | Awesome, the tickets are booked! |
| This is to inform you that the presentation is ready. | Just letting you know the presentation’s ready. |
| This is to inform you that the documents are signed. | Good to go, the documents are signed! |
| This is to inform you that the update is complete. | Heads up, the update’s complete. |
| This is to inform you that the problem is solved. | Great news, the problem’s solved. |
| This is to inform you that I’m on my way. | Just letting you know, I’m on my way! |
| This is to inform you that the package has arrived. | FYI, the package has arrived. |
| This is to inform you that the changes are live. | Good news, the changes are live! |
| This is to inform you that the meeting time has changed. | Just a heads up, the meeting time has changed. |
| This is to inform you that the system is back online. | Great news, the system is back online! |
| This is to inform you that I’ve reviewed the proposal. | Just letting you know I’ve reviewed the proposal. |
| This is to inform you that the feedback is ready. | FYI, the feedback is ready. |
| This is to inform you that the room is booked. | Awesome, the room is booked! |
| This is to inform you that the task is done. | Just wanted to let you know, the task is done. |
| This is to inform you that the issue has been fixed. | Good news, the issue has been fixed! |
| This is to inform you that I’ll be there soon. | Just letting you know, I’ll be there soon. |
| This is to inform you that the report is finalized. | FYI, the report is finalized. |
| This is to inform you that the delivery is on its way. | Just wanted to let you know, the delivery is on its way. |
Examples of Proactive Announcements
Proactive announcements are used to inform people about upcoming events, changes, or initiatives. They often create a sense of excitement or anticipation.
The table below includes examples of how to proactively announce information.
| Original Sentence | Proactive Announcement |
|---|---|
| This is to inform you that we are launching a new product next month. | We are thrilled to announce the launch of our new product next month! |
| This is to inform you that the company is relocating to a new office. | Exciting news! The company is relocating to a new office. |
| This is to inform you that we are hosting a company-wide event. | Get ready! We are hosting a company-wide event. |
| This is to inform you that we are implementing a new policy. | We’re excited to announce the implementation of a new policy! |
| This is to inform you that we are upgrading our systems. | Heads up! We are upgrading our systems to serve you better. |
| This is to inform you that the conference will be held in June. | Mark your calendars! The conference will be held in June. |
| This is to inform you that we are expanding our team. | We’re growing! We are expanding our team. |
| This is to inform you that we are introducing a new feature. | We’re excited to introduce a new feature! |
| This is to inform you that we are launching a new campaign. | Get ready for our new campaign! |
| This is to inform you that we are offering a new service. | We’re excited to offer a new service! |
| This is to inform you that the application process is now open. | The application process is now open! |
| This is to inform you that we are hosting a webinar next week. | Join us for a webinar next week! |
| This is to inform you that we are offering a discount. | Don’t miss out! We are offering a discount. |
| This is to inform you that the registration is now open. | Register now! The registration is now open. |
| This is to inform you that the sale starts tomorrow. | The sale starts tomorrow! |
| This is to inform you that we will be holding a workshop. | We’re holding a workshop soon! |
| This is to inform you that the training session is scheduled. | The training session has been scheduled! |
| This is to inform you that the new version is coming soon. | The new version is coming soon! |
| This is to inform you that we are celebrating our anniversary. | We’re celebrating our anniversary! |
| This is to inform you that there will be a special event. | A special event is coming soon! |
| This is to inform you that the new website is launching. | Our new website is launching soon! |
| This is to inform you that we are partnering with a new company. | We’re partnering with a new company! |
| This is to inform you that the program is starting soon. | The program is starting soon! |
| This is to inform you that we are launching a contest. | We’re launching a contest! |
| This is to inform you that the results will be announced. | The results will be announced soon! |
Examples of Request-Oriented Alternatives
Request-oriented alternatives are used when the information is related to a request or requires action. These phrases often include a call to action or a clear expectation.
Below is a table offering examples of request-oriented alternatives that can be used in place of “This is to inform you.”
| Original Sentence | Request-Oriented Alternative |
|---|---|
| This is to inform you that you need to submit your report by Friday. | Please submit your report by Friday. |
| This is to inform you that you should review the attached document. | Kindly review the attached document at your earliest convenience. |
| This is to inform you that your payment is due. | Your payment is now due; please remit at your earliest convenience. |
| This is to inform you that you must attend the mandatory training. | Please ensure you attend the mandatory training. |
| This is to inform you that you need to update your profile. | Please update your profile to ensure accuracy. |
| This is to inform you that you are required to complete the survey. | We kindly request that you complete the survey. |
| This is to inform you that you should confirm your attendance. | Please confirm your attendance by replying to this email. |
| This is to inform you that you need to sign the contract. | Kindly sign the contract and return it to us. |
| This is to inform you that you must submit your expenses. | Please submit your expenses before the end of the month. |
| This is to inform you that you should provide feedback. | We would appreciate your feedback on the new system. |
| This is to inform you that you are expected to participate in the meeting. | Please participate in the upcoming meeting. |
| This is to inform you that you need to review the guidelines. | We ask that you review the guidelines carefully. |
| This is to inform you that you should register for the event. | Please register for the event as soon as possible. |
| This is to inform you that you are required to provide additional information. | Kindly provide the additional information requested. |
| This is to inform you that you need to respond to the email. | Please respond to the email at your earliest convenience. |
| This is to inform you that you should update your password. | Please update your password for security reasons. |
| This is to inform you that you are expected to follow the new procedures. | Please follow the new procedures going forward. |
| This is to inform you that you need to submit your timesheet. | Please submit your timesheet by the deadline. |
| This is to inform you that you should review the policy changes. | Please review the policy changes and acknowledge your understanding. |
| This is to inform you that you are required to attend the safety briefing. | Please ensure you attend the mandatory safety briefing. |
| This is to inform you that you need to complete the online training. | Please complete the online training module. |
| This is to inform you that you are expected to comply with the regulations. | Please comply with the new regulations. |
| This is to inform you that you should provide your consent. | Please provide your consent by clicking the button below. |
| This is to inform you that you need to acknowledge the receipt of this email. | Please acknowledge the receipt of this email. |
| This is to inform you that you are requested to provide your input. | Please provide your input on the project. |
Usage Rules and Guidelines
While there are many alternatives to “This is to inform you,” it’s important to use them appropriately. Consider the following guidelines:
- Know Your Audience: Adjust your tone and vocabulary to suit your audience.
- Context Matters: The context of your message will dictate the most appropriate alternative.
- Be Clear and Concise: Regardless of the alternative you choose, ensure your message is clear and easy to understand.
- Avoid Overuse: Don’t overuse any single alternative. Variety is key to engaging communication.
- Proofread: Always proofread your writing to ensure accuracy and professionalism.
Common Mistakes to Avoid
Even with a good understanding of the alternatives, common mistakes can still occur. Here’s a table highlighting some frequent errors and how to correct them.
| Incorrect | Correct | Explanation |
|---|---|---|
| This is to inform you, the meeting is postpone. | The meeting is postponed. | Missing “d” at the end of postponed. |
| We are inform you that the issue is solve. | We are informing you that the issue is resolved. | Incorrect verb tense and word choice. |
| Kindly be inform that the report is due. | Kindly be informed that the report is due. | Missing “d” at the end of informed. |
| Just letting know, I’m late. | Just letting you know, I’m late. | Missing “you” in “letting you know”. |
| We are exciting to announce the launch. | We are excited to announce the launch. | Incorrect word choice: “exciting” vs. “excited.” |
| Please submitting your report by Friday. | Please submit your report by Friday. | Incorrect verb form: “submitting” vs. “submit.” |
| It is intend to implement the regulations. | It is our intention to implement the regulations. | Missing the word “our”. |
| We acknowledge received of your complaint. | We acknowledge receipt of your complaint. | Incorrect word usage: “received” vs. “receipt.” |
| The application process are now open. | The application process is now open. | Incorrect verb agreement: “are” vs. “is.” |
| Your payment is now due; please remitted. | Your payment is now due; please remit. | Incorrect verb form: “remitted” vs. “remit.” |
Practice Exercises
Test your understanding with these practice exercises. Rewrite each sentence using a suitable alternative to “This is to inform you.”
- This is to inform you that the deadline for submissions has been extended.
- This is to inform you that your request has been approved.
- This is to inform you that the meeting will be held on Friday.
- This is to inform you that the system will be down for maintenance.
- This is to inform you that your account has been credited.
- This is to inform you that the project is now complete.
- This is to inform you that the new policy will take effect next month.
- This is to inform you that we have received your payment.
- This is to inform you that the budget has been approved.
- This is to inform you that the conference has been cancelled.
Answer Key:
- The deadline for submissions has been extended.
- We are pleased to inform you that your request has been approved.
- Please note that the meeting will be held on Friday.
- The system will be down for maintenance.
- Your account has been credited.
- The project is now complete.
- The new policy will take effect next month.
- We have received your payment.
- The budget has been approved.
- The conference has been cancelled.
Advanced Topics
For advanced learners, consider the nuances of using these alternatives in different cultural contexts. Some cultures may prefer more direct communication, while others value politeness and indirectness.
Understanding these cultural differences can help you communicate more effectively on a global scale.
Another advanced topic is mastering the art of persuasive communication. Instead of simply informing someone, you can use language to influence their thinking or behavior.
This involves understanding rhetorical devices, such as ethos, pathos, and logos, and using them to craft compelling messages.
Frequently Asked Questions
- Q: Is it always better to avoid “This is to inform you”?
A: Not necessarily. In some formal contexts, it can be appropriate. However, exploring alternatives can often lead to more engaging and effective communication.
- Q: How do I choose the right alternative?
A: Consider your audience, the context of your message, and the tone you want to convey. Choose an alternative that is clear, concise, and appropriate for the situation.
- Q: Can I use informal alternatives in professional emails?
A: It depends on your relationship with the recipient and the company culture. If you have a close working relationship and the culture is informal, it may be acceptable. However, it’s generally best to err on the side of caution and use more formal language.
- Q: How can I improve my overall writing skills?
A: Read widely, practice writing regularly, and seek feedback from others. Pay attention to grammar, vocabulary, and style. Consider taking a writing course or joining a writing group.
- Q: What are some other common phrases to avoid in formal writing?
A: Avoid clichés, jargon, and overly complex language. Be clear, concise, and direct. Some other phrases to consider alternatives for include “as per,” “please find attached,” and “in regards to.”
- Q: Are there any online tools that can help me improve my writing?
A: Yes, there are many online tools available, such as Grammarly, ProWritingAid, and Hemingway Editor. These tools can help you identify grammar errors, improve your style, and enhance the clarity of your writing.
- Q: How important is tone in written communication?
A: Tone is extremely important. It can significantly impact how your message is received. A positive and respectful tone can build rapport and foster collaboration, while a negative or condescending tone can damage relationships and create conflict.
- Q: What should I do if I’m unsure about the correct usage of a particular phrase?
A: Consult a dictionary, grammar guide, or style manual. You can also ask a colleague or friend for feedback. If you’re still unsure, it’s best to choose a simpler and more straightforward alternative.
Conclusion
Mastering alternatives to “This is to inform you” is a valuable skill that can significantly enhance your communication effectiveness. By understanding the nuances of different phrases and choosing the most appropriate option for each situation, you can convey your message with greater clarity, impact, and professionalism.
Remember to consider your audience, the context of your message, and the tone you want to create. Continuous practice and attention to detail will help you refine your writing skills and become a more confident and effective communicator.
Keep exploring new ways to express yourself and always strive for clear and engaging communication.