In professional and formal contexts, my experience shows effective and essential communication begins when you start writing a letter or email. Using Other Ways to Say “I Am Writing to Inform You” (With Examples) helps make your message clear and engaging. Many people say the same, common, repetitive phrases to inform, but these can sound dull. I worked in customer support and realized that small changes in word choice, tone, and voice help keep emails fresh, human, and more effective, sharing information clearly while fostering a collaborative environment.
Strong opening lines shape the tone for the rest of a message, especially when communicating a policy, update, or checking details. Mixing varied phrases, choosing polite and thoughtful words, and adjusting formality carefully helps improve correspondence. Sometimes, I choose alternatives like “please be advised,” “let me update you,” or “i’m writing to notify” to enhance clarity and engagement. This approach maintains professionalism, fosters a collaborative environment, guarantees important ideas are communicated effectively, and supports the goal of a request or action, keeping the message human and natural.
Did You Know (Other Ways to Say “I Am Writing to Inform You”)
Did you know that overusing formal phrases like “I am writing to inform you” can reduce reader engagement? Studies in business communication show that concise, reader-focused language improves response rates and trust. Using Other Ways to Say “I Am Writing to Inform You” (With Examples) helps your message feel intentional rather than templated.
What Does “I Am Writing to Inform You” Mean?
The phrase “I am writing to inform you” is a formal sentence used to introduce information, updates, decisions, or announcements. It signals the purpose of the message and prepares the reader for important details. While effective, it can be replaced with clearer, warmer, or more professional alternatives depending on the context.
Professional or Political Way to Say “I Am Writing to Inform You”
In professional, corporate, or political communication, clarity and neutrality are essential. Alternatives such as “This is to notify you,” “Please be advised,” or “We wish to inform you” maintain authority while sounding polished, diplomatic, and respectful.
“I Am Writing to Inform You” Synonyms
- This email is to inform you
- I would like to inform you
- Please be advised
- I am reaching out to let you know
- We wish to inform you
- I am writing to notify you
- I wanted to let you know
- I am pleased to inform you
- I regret to inform you
- Just a quick note to let you know
- I’m writing to let you know
- I wanted to inform you
- This is to notify you
- I’d like to bring to your attention
- I am contacting you to inform
- I wanted to update you
- I am writing to advise you
- I’m reaching out to inform you
- I would like to notify you
- I’m writing regarding
- I wanted to share with you
- I am pleased to let you know
- I’m writing to keep you informed
- I am writing to update you
- I wish to notify you
- I’m writing to share an update
- I would like to bring to your notice
- I’m writing to advise
- I wanted to make you aware
- I am writing to share information
1. This email is to inform you
Definition: A modern and professional alternative commonly used in business communication.
Meanings: Introduces official or important information.
Example: This email is to inform you about the upcoming policy changes.
Detailed Explanation: This phrase is widely accepted in professional emails because it sounds direct yet polite. It eliminates unnecessary wording while maintaining clarity. It works well when delivering updates, announcements, or procedural information. Using it helps establish purpose immediately.
Tone: Professional, neutral
Best Use: Business emails, HR notices, official updates
2. I would like to inform you
Definition: A polite and courteous way to present information.
Meanings: Shows respect and formality.
Example: I would like to inform you that your application has been approved.
Detailed Explanation: This phrase softens the delivery of information, making it suitable for sensitive or formal communication. It conveys professionalism without sounding rigid. Often used when addressing clients, seniors, or external stakeholders.
Tone: Formal, respectful
Best Use: Client communication, official letters
3. Please be advised
Definition: A formal phrase signaling important or critical information.
Meanings: Requests attention to a matter.
Example: Please be advised that the office will be closed tomorrow.
Detailed Explanation: This phrase is concise and authoritative. It is commonly used in legal, corporate, and policy-related writing. Because of its firm tone, it should be used when the information requires awareness or action.
Tone: Formal, authoritative
Best Use: Legal notices, policy updates
4. I am reaching out to let you know
Definition: A friendly yet professional alternative.
Meanings: Indicates proactive communication.
Example: I am reaching out to let you know about the schedule change.
Detailed Explanation: This phrase feels conversational and warm while remaining professional. It is excellent for emails that aim to build rapport. It reduces distance between writer and reader.
Tone: Friendly, professional
Best Use: Team communication, client follow-ups
5. We wish to inform you
Definition: A collective and formal expression.
Meanings: Represents an organization or group.
Example: We wish to inform you of the revised guidelines.
Detailed Explanation: This phrase is often used in corporate or institutional messaging. It reinforces authority and shared responsibility. It works best in formal announcements or official correspondence.
Tone: Formal, institutional
Best Use: Corporate announcements, official letters
6. I am writing to notify you
Definition: A direct and formal alternative.
Meanings: Delivers official notice.
Example: I am writing to notify you of your account update.
Detailed Explanation: This phrase is slightly more formal than “inform.” It is commonly used when the message carries legal or procedural importance. It signals seriousness and clarity.
Tone: Formal
Best Use: Notices, compliance emails
7. I wanted to let you know
Definition: A softer, more casual phrasing.
Meanings: Introduces information gently.
Example: I wanted to let you know that the meeting was rescheduled.
Detailed Explanation: This expression sounds approachable and natural. It is ideal for internal communication or informal professional emails. It helps reduce tension in sensitive messages.
Tone: Casual, warm
Best Use: Workplace updates, friendly emails
8. I am pleased to inform you
Definition: A positive and celebratory phrase.
Meanings: Introduces good news.
Example: I am pleased to inform you that you’ve been selected.
Detailed Explanation: This phrase adds emotional warmth and positivity. It is perfect for announcements involving success, approval, or achievement. It enhances the reader’s emotional response.
Tone: Positive, professional
Best Use: Job offers, congratulations
9. I regret to inform you
Definition: A formal phrase used for negative news.
Meanings: Softens disappointing information.
Example: I regret to inform you that your request was denied.
Detailed Explanation: This phrase shows empathy while maintaining professionalism. It is commonly used in rejection letters or sensitive communications. It signals seriousness and respect.
Tone: Formal, empathetic
Best Use: Rejections, sensitive notices
10. Just a quick note to let you know
Definition: An informal and concise alternative.
Meanings: Introduces brief information.
Example: Just a quick note to let you know I’ll be late.
Detailed Explanation: This phrase is friendly and relaxed. It works well when the message is short and non-urgent. It helps maintain a casual and human tone.
Tone: Casual
Best Use: Personal emails, informal updates
11. I’m writing to let you know
Definition: A balanced alternative that sounds natural and professional.
Meanings: Introduces information clearly and politely.
Example: I’m writing to let you know about the changes to the project timeline.
Detailed Explanation: This phrase blends formality with approachability, making it suitable for both internal and external communication. It avoids stiffness while remaining respectful. It’s ideal when you want clarity without sounding overly official.
Tone: Neutral, professional
Best Use: Workplace emails, client updates
12. I wanted to inform you
Definition: A softer and more conversational version.
Meanings: Shares information gently.
Example: I wanted to inform you that your package has been shipped.
Detailed Explanation: This wording reduces formality and feels more personal. It works well when delivering routine updates. The phrase shows consideration and politeness without sounding distant.
Tone: Polite, friendly
Best Use: Customer service, routine notifications
13. This is to notify you
Definition: A direct and official phrase.
Meanings: Delivers formal notice.
Example: This is to notify you of the scheduled maintenance.
Detailed Explanation: Often used in official or legal communication, this phrase is concise and authoritative. It clearly signals importance and is effective when clarity and formality are required.
Tone: Formal, authoritative
Best Use: Legal notices, compliance emails
14. I’d like to bring to your attention
Definition: A respectful way to highlight important information.
Meanings: Draws focus to a specific matter.
Example: I’d like to bring to your attention an issue with the report.
Detailed Explanation: This phrase emphasizes importance without sounding commanding. It’s commonly used in professional discussions where awareness or action is needed. It shows respect for the reader’s attention.
Tone: Professional, diplomatic
Best Use: Reports, managerial communication
15. I am contacting you to inform
Definition: A formal and clear alternative.
Meanings: Introduces official communication.
Example: I am contacting you to inform you of your appointment details.
Detailed Explanation: This phrase is often used in formal correspondence and customer-facing emails. It sounds structured and intentional, making it suitable for serious or official matters.
Tone: Formal
Best Use: Institutional or service emails
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16. I wanted to update you
Definition: A modern and friendly phrase.
Meanings: Shares new or revised information.
Example: I wanted to update you on the project’s progress.
Detailed Explanation: This wording is concise and collaborative. It implies ongoing communication rather than a one-time notice. It helps build trust and transparency.
Tone: Friendly, professional
Best Use: Team updates, progress reports
17. I am writing to advise you
Definition: A formal phrase with advisory intent.
Meanings: Offers guidance or important notice.
Example: I am writing to advise you of the new safety measures.
Detailed Explanation: This phrase is often used when the information includes guidance or recommendations. It sounds professional and responsible, especially in corporate or legal contexts.
Tone: Formal, advisory
Best Use: Policy updates, legal communication
18. I’m reaching out to inform you
Definition: A warm and modern alternative.
Meanings: Shows proactive communication.
Example: I’m reaching out to inform you about the upcoming event.
Detailed Explanation: This phrase feels human and approachable. It’s widely used in emails where relationship-building matters. It reduces formality while maintaining clarity.
Tone: Warm, professional
Best Use: Client engagement, networking emails
19. I would like to notify you
Definition: A respectful and formal option.
Meanings: Delivers official information politely.
Example: I would like to notify you of the account changes.
Detailed Explanation: This phrase balances politeness and formality. It is ideal for professional correspondence where courtesy is important. It’s often used in service or administrative contexts.
Tone: Formal, courteous
Best Use: Administrative emails, notices
20. I’m writing regarding
Definition: A concise and professional phrase.
Meanings: Introduces the subject of communication.
Example: I’m writing regarding your recent inquiry.
Detailed Explanation: This phrase is efficient and widely accepted in business writing. It avoids unnecessary wording and keeps the focus on the topic. It’s excellent for structured communication.
Tone: Neutral, professional
Best Use: Business emails, follow-ups
21. I wanted to share with you
Definition: A warm and personal alternative.
Meanings: Communicates information thoughtfully.
Example: I wanted to share with you some exciting news.
Detailed Explanation: This phrase feels inclusive and friendly. It works well for positive updates or personal-professional blends. It encourages connection and openness.
Tone: Warm, positive
Best Use: Announcements, good news
22. I am pleased to let you know
Definition: A cheerful and positive phrase.
Meanings: Introduces favorable information.
Example: I am pleased to let you know your request was approved.
Detailed Explanation: This phrase adds emotional value to the message. It’s perfect for sharing success or approval. It enhances the reader’s experience by signaling positivity upfront.
Tone: Positive, professional
Best Use: Approvals, achievements
23. I’m writing to keep you informed
Definition: A transparent and collaborative phrase.
Meanings: Ensures ongoing communication.
Example: I’m writing to keep you informed about the process.
Detailed Explanation: This phrase builds trust and shows accountability. It’s often used in long-term projects or ongoing discussions. It reassures the reader that they’re not left out.
Tone: Professional, reassuring
Best Use: Project updates, client relations
24. I am writing to update you
Definition: A straightforward and professional option.
Meanings: Shares new developments.
Example: I am writing to update you on the meeting outcomes.
Detailed Explanation: This phrase is clear and purpose-driven. It’s commonly used in professional environments. It signals progress and continuity.
Tone: Neutral, professional
Best Use: Business updates, reports
25. I wish to notify you
Definition: A traditional and formal phrase.
Meanings: Delivers official information.
Example: I wish to notify you of the upcoming changes.
Detailed Explanation: This phrase has a slightly traditional tone. It’s often seen in formal letters or official announcements. It conveys seriousness and respect.
Tone: Formal
Best Use: Official correspondence
26. I’m writing to share an update
Definition: A modern and friendly phrase.
Meanings: Communicates new information.
Example: I’m writing to share an update on the project.
Detailed Explanation: This phrase is engaging and approachable. It’s suitable for collaborative environments. It helps maintain transparency and teamwork.
Tone: Friendly, professional
Best Use: Team communication
27. I would like to bring to your notice
Definition: A formal and respectful alternative.
Meanings: Highlights important information.
Example: I would like to bring to your notice a scheduling issue.
Detailed Explanation: This phrase is commonly used in formal or international communication. It sounds respectful and precise. It’s ideal when drawing attention to a concern.
Tone: Formal, respectful
Best Use: Corporate or diplomatic emails
28. I’m writing to advise
Definition: A concise advisory phrase.
Meanings: Offers guidance or notice.
Example: I’m writing to advise you of the deadline.
Detailed Explanation: This phrase is efficient and professional. It works best when the message includes instructions or recommendations. It maintains authority without being harsh.
Tone: Professional
Best Use: Advisory emails
29. I wanted to make you aware
Definition: A polite and considerate alternative.
Meanings: Ensures awareness.
Example: I wanted to make you aware of the changes.
Detailed Explanation: This phrase sounds thoughtful and respectful. It’s ideal when the information is important but not urgent. It maintains a calm and professional tone.
Tone: Polite, neutral
Best Use: Internal communication
30. I am writing to share information
Definition: A clear and inclusive phrase.
Meanings: Communicates details openly.
Example: I am writing to share information about the new policy.
Detailed Explanation: This phrase emphasizes transparency and openness. It works well in organizational or educational contexts. It helps establish trust and clarity.
Tone: Neutral, professional
Best Use: Policies, informational emails
FAQs :
1. What are some alternatives to “I am writing to inform you”?
You can use phrases like “Please be advised,” “Let me update you,” “I’m writing to notify you,” “Here’s an update,” or “I would like to share” to keep your messages clear and professional.
2. When should I use a formal alternative?
Use formal alternatives in professional or official contexts, such as emails to clients, departments, or senior management, where polite and thoughtful communication is essential.
3. Can I use casual alternatives in emails?
Yes! For colleagues or team members, casual phrases like “Just reaching out to share” or “I wish to inform you” work well while keeping the tone friendly and human.
4. How do I make my message engaging?
Mixing varied phrases, choosing polite words, and adjusting your tone carefully can enhance clarity and engagement. Small changes make emails feel fresh, human, and less repetitive.
5. Why is it important to vary phrases?
Repeating common phrases can make your writing sound dull. Using alternatives helps foster collaboration, guarantee ideas are communicated effectively, and maintain professionalism.
Conclusion :
Choosing Other Ways to Say “I Am Writing to Inform You” (With Examples) makes your communication more effective, professional, and engaging. By adjusting word choice, mixing varied phrases, and being thoughtful, you can share information clearly, enhance collaboration, and maintain a warm, professional tone in all your emails and letters. Small changes go a long way in making your messages human, polite, and impactful.
Emma Brooke is the voice behind English Sharp Mind, dedicated to helping learners sharpen their English skills with clear explanations, practical tips, and confidence-building guidance.
