You’re staring at a blank email. You need to share an update, a policy change, or maybe some news your reader won’t love.
So you type the safe, familiar line: “This is to inform you.” It’s correct. It’s professional. And it’s also a little cold, isn’t it?
Here’s the good news: you’ve got options. “This is to inform you” works fine in a pinch, but it can start to feel stiff and robotic when you lean on it in every single email. Below, you’ll find 25 genuinely different alternatives — grouped by tone, so you’re never stuck guessing which one fits.
Whether you’re writing to a client, updating your team, or breaking difficult news, there’s a phrase here that’ll land better than the default.
What Does “This Is To Inform You” Mean?
“This is to inform you” is a formal lead-in used to signal that important information is coming next. You’ll see it constantly in HR emails, official notices, business letters, and administrative announcements.
It tells the reader, right up front, that what follows matters and deserves attention.
The phrase itself carries no emotional weight one way or the other. It’s neutral by design, which is exactly why it works in so many formal communication settings.
But that same neutrality is also its limitation. When you’re delivering good news, “this is to inform you” doesn’t celebrate anything. When you’re delivering bad news, it doesn’t soften the blow.
It just states a fact: information is coming. For workplace communication that needs more warmth, more urgency, or more nuance, alternatives serve you far better.
When to Use “This Is To Inform You”
This phrase thrives in formal communication — official notices, workplace updates, legal correspondence, and administrative announcements where clarity matters more than charm.
If you’re writing a company-wide memo about a policy update, notifying an employee about a schedule change, or drafting a formal letter that needs a paper trail, “this is to inform you” fits the bill without raising any eyebrows.
Where it starts to feel wrong is in casual or semi-formal settings. Texting a coworker about a schedule change? Sliding into a client’s inbox with an easy, friendly update? “This is to inform you” suddenly feels like you’re reading from a script.
That mismatch between tone and context is usually the moment writers start hunting for something warmer, and that instinct is worth trusting.
Benefits of Using “This Is To Inform You”
Despite its stiffness, this phrase earns its keep in plenty of situations. A few real advantages worth naming:
- Instant clarity. The reader knows immediately that information is coming, with zero ambiguity about intent.
- Universally recognized. It works across industries, cultures, and communication styles without confusion.
- Documentation-friendly. In HR, legal, and compliance-related messaging, its formality creates a clear paper trail.
- Low risk. It rarely comes across as inappropriate, even in stiff or unfamiliar professional relationships.
Is It Professional or Polite to Say “This Is To Inform You”?
Yes, without a doubt. “This is to inform you” is grammatically sound, widely understood, and entirely appropriate in professional and formal communication.
You won’t offend anyone by using it, and it won’t sound out of place in a business email, an official notice, or a workplace update.
The catch? Professional doesn’t automatically mean warm. This phrase can feel distant, especially in messages that call for empathy — think layoffs, rejections, or sensitive personal updates. It also loses its punch fast when repeated across a long email thread or a series of internal messages.
That’s where softer alternatives step in, adding a more personable and polished tone without sacrificing professionalism.
Advantages and Disadvantages of Using “For Your Information”
“For your information” (often shortened to FYI) deserves its own look here, since it’s one of the closest cousins to “this is to inform you” and shows up constantly in workplace communication, email communication, and even SMS communication.
Advantages:
- Quick and efficient. FYI gets straight to the point without unnecessary padding.
- Widely understood. Nearly everyone recognizes it instantly, in both formal and informal communication.
- Time-saving. It signals “no action needed,” which helps readers triage their inbox faster.
- Flexible. It slides comfortably into formal, semi-formal, and casual communication alike.
Disadvantages:
- Can feel blunt. Without the right tone, FYI reads as curt or even slightly dismissive.
- Lacks warmth. It doesn’t build relationship-building the way a softer phrase like “I wanted to let you know” does.
- Overused. When every message starts with FYI, readers start skimming instead of reading.
- Risk of sounding passive-aggressive. In tense workplace situations, FYI can unintentionally read as sharp or curt.
Why Do We Need to Use This Phrase?
Notification phrases like “this is to inform you” and its many alternatives exist because every message needs some kind of signal that tells the reader what’s coming. Without that signal, information lands out of nowhere and can feel jarring or confusing.
But here’s the deeper reason variety matters: communication effectiveness isn’t just about clarity, it’s about tone control, sentiment, and reader consideration too.
A message that nails the facts but ignores the emotional context — good news delivered flatly, bad news delivered coldly — misses half the job. Strong written notification balances both.
That’s the real value of building a small toolkit of alternatives instead of defaulting to one formal phrase for every situation.
Pros or Cons
| Pros | Clear, direct, universally understood, low-risk in almost any formal context |
| Cons | Can sound stiff or impersonal, doesn’t adjust for tone (positive, negative, neutral), gets repetitive fast in longer documents or threads |
Bonus Section: Polite and Formal Variations
If you need something that keeps the formal tone of “this is to inform you” but softens the delivery just slightly, these work well:
- Please be advised — standard in corporate and legal contexts, direct without being harsh.
- Kindly note — polite and gentle, ideal for reminders or instructions.
- I would like to inform you — softens the message while keeping full professionalism intact.
- Please be informed — nearly interchangeable with the original phrase, slightly warmer in tone.
- Allow me to inform you — courteous and a touch old-fashioned, but still very much at home in formal communication.
Quick Comparison Table
| Phrase | Tone | Best For |
| Please be advised | Formal, direct | Corporate/legal notices |
| I am pleased to inform you | Positive, formal | Good news, approvals |
| I regret to inform you | Somber, empathetic | Bad news, rejections |
| Just a quick update | Casual, friendly | Internal team chats |
| For your information | Neutral, professional | General updates |
| I wanted to let you know | Warm, personal | Client or coworker updates |
| Kindly note | Polite, soft | Reminders, instructions |
25+ Other Ways to Say “This Is To Inform You”
I Would Like to Inform You
This phrase softens the original without losing any professionalism, making it a natural fit for formal yet approachable emails.
Example: “I would like to inform you that your application has moved to the next stage.”
Please Be Advised
A classic in corporate and legal contexts, this alternative delivers important information with a direct, no-nonsense tone.
Example: “Please be advised that the office will remain closed for the holiday.”
I Am Writing to Inform You
This one establishes purpose immediately, which makes it a strong opener for formal business emails and letters.
Example: “I am writing to inform you of upcoming changes to our billing schedule.”
Kindly Note
Gentle and respectful, this phrase draws attention to something important without sounding demanding or urgent.
Example: “Kindly note that the submission deadline has moved to Friday.”
For Your Information
Neutral and efficient, FYI-style phrasing works well when you’re sharing something useful but don’t expect a response.
Example: “For your information, the quarterly report is now available on the shared drive.”
I Wish to Inform You
A touch softer than the original phrase, this alternative adds a small dose of courtesy while staying fully professional.
Example: “I wish to inform you that your package has shipped and should arrive Thursday.”
It Is My Duty to Inform You
This phrasing leans into responsibility, which makes it especially fitting for HR updates or administrative announcements.
Example: “It is my duty to inform you of the updated leave balance for this quarter.”
I Am Pleased to Inform You
Reserve this one for good news. It adds genuine warmth to approvals, promotions, and other positive outcomes.
Example: “I am pleased to inform you that your proposal has been approved.”
I Regret to Inform You
The gold standard for delivering bad news with empathy, this phrase prepares the reader before the difficult part lands.
Example: “I regret to inform you that we won’t be moving forward with your application.”
Allow Me to Inform You
Slightly formal and old-fashioned, this alternative works well in letters or emails where courtesy matters as much as clarity.
Example: “Allow me to inform you about the updated training schedule for next month.”
I Would Like to Notify You
A close cousin of “I would like to inform you,” this version leans a bit more toward official updates and status changes.
Example: “I would like to notify you that your account has been successfully updated.”
I Am Writing to Notify You
This phrase establishes formal intent right away and works especially well in business correspondence that needs a clear paper trail.
Example: “I am writing to notify you of the schedule changes effective next Monday.”
I Would Like to Bring to Your Attention
Perfect for highlighting something the reader genuinely needs to notice, without sounding like an alarm bell.
Example: “I would like to bring to your attention the newly updated safety guidelines.”
I Wish to Notify You
Slightly softer than a direct notification, this alternative fits formal emails that still want to feel personable.
Example: “I wish to notify you that your request has been fully processed.”
Please Be Informed
Nearly a direct swap for “this is to inform you,” this version reads just a touch warmer while staying professional.
Example: “Please be informed that the new policy takes effect next week.”
I Am Happy to Inform You
Another strong choice for positive updates, this phrase conveys genuine enthusiasm without tipping into unprofessional territory.
Example: “I am happy to inform you that your project has been officially approved.”
I Must Inform You
Serious and direct, this phrase suits formal or legal notifications where the message carries real weight.
Example: “I must inform you that your contract is set to expire at the end of this month.”
This Is To Let You Know
Friendly and easygoing, this alternative keeps clarity intact while dropping most of the formality.
Example: “This is to let you know your request has been approved and is moving forward.”
We Are Writing to Inform You
The plural “we” adds an organizational voice, making this ideal for company-wide notices and official communication.
Example: “We are writing to inform you about updated office hours starting next month.”
Just to Keep You Informed
Casual and considerate, this phrase signals transparency without demanding any action from the reader.
Example: “Just to keep you informed, the delivery might run a day behind schedule.”
Just a Heads-Up
About as casual as it gets, this alternative works beautifully for quick, informal notices among coworkers or friends.
Example: “Just a heads-up, the meeting got pushed back to 3 PM.”
I Wanted to Let You Know
Warm and personal, this phrase builds connection while still delivering the information clearly.
Example: “I wanted to let you know the report is finished and ready for your review.”
Please Note
Short, direct, and formal, this phrase works well in instructions, notices, and anywhere brevity matters.
Example: “Please note the office will observe reduced hours during the holiday week.”
Just to Bring This to Your Attention
A softer, more conversational version of “please be aware,” ideal for flagging something without sounding alarming.
Example: “Just to bring this to your attention, the parking lot will be closed for maintenance tomorrow.”
This Serves to Inform You
Highly formal and often used in legal or administrative documentation, this phrase suits official written notification.
Example: “This serves to inform you that the policy changes take effect immediately.”
How to Choose the Right Alternative
Picking the right phrase isn’t about memorizing 25 options. It’s about asking a few quick questions before you hit send:
- Is the news good, bad, or neutral? Match your phrase to the emotional weight of the message.
- How formal does the relationship call for? A client you’ve known for years doesn’t need the same tone as a first-time legal notice.
- Is this a one-off message, or part of a longer thread? If you’re sending several updates in a row, rotate your phrasing to avoid sounding like a broken record.
Common Mistakes to Avoid
A few small missteps show up again and again in real-world workplace communication:
- Using upbeat phrasing for bad news. “I’m delighted to inform you” has no business introducing a rejection or a layoff.
- Overcorrecting into casual language in formal settings. HR notices and legal correspondence still need a certain level of polish, even when you’re avoiding stiffness.
- Repeating the same alternative throughout one long document. Ironically, swapping in just one new phrase and reusing it forty times defeats the entire purpose.
Final Thoughts
“This is to inform you” isn’t broken, and you don’t need to retire it completely. It’s clear, it’s professional, and it gets the job done in plenty of formal communication.
But leaning on it for every single message flattens your writing and strips away the tone control that makes communication actually land.
Build yourself a small rotation instead. Keep “I am pleased to inform you” in your back pocket for good news. Reach for “I regret to inform you” when the message is harder to deliver.
Use something as simple as “just a heads-up” when the moment calls for warmth over formality. That kind of flexibility doesn’t just improve your writing — it shows the reader you’ve thought about how your message will land, not just what it says.
FAQs
What is a simple alternative to “This is to inform you”?
“Just to inform you” or “This is to let you know” both work as simpler, more natural substitutes.
Is “Kindly note” polite?
Yes, it’s a gentle, respectful phrase that works especially well for reminders and instructions.
Can I use these phrases in emails?
Absolutely. Every alternative on this list fits naturally into professional or casual email communication, depending on tone.
Which phrase is most formal?
“This serves to inform you” and “We are writing to inform you” both rank among the most formal options here.
Which phrase is most friendly?
“I wanted to let you know” and “Just a heads-up” both carry a warm, conversational tone.
Is “This Is To Inform You” appropriate for business emails?
Yes, it’s a standard, professional phrase that fits comfortably into most formal business communication.
Can I use an alternative to “This Is To Inform You”?
Definitely. Alternatives add warmth, tone control, and variety without sacrificing clarity or professionalism.
Is “This Is To Inform You” too formal?
Not inherently, but it can feel stiff in casual settings or when repeated too often across one conversation.
Can I use it in casual emails?
It’s better suited to formal contexts. For casual emails, alternatives like “I wanted to let you know” fit more naturally.
What is the best alternative for positive news?
“I am pleased to inform you” or “I am happy to inform you” both deliver good news with genuine warmth.
What is the best alternative for bad news?
“I regret to inform you” remains the clearest, most empathetic way to deliver difficult news.
Can it be used in legal notices?
Yes, its formal and direct tone makes it well-suited for legal or administrative correspondence.
How can I make it sound more personal?
Swap in phrases like “I wanted to let you know” or “Kindly note” to add warmth without losing clarity.
Are there concise alternatives?
Yes, “Please be advised” and “For your information” both deliver the message quickly and professionally.
Can it be used in HR communications?
Absolutely. It’s widely used in HR for formal notifications, approvals, and workplace updates.
What tone should I use?
Match your tone to your message’s purpose and audience, ranging from formal to friendly depending on context.
Are these alternatives suitable for international emails?
Yes, most are clear and widely recognized across global business communication.
How do I choose the right alternative?
Consider the sentiment of your message, your relationship with the reader, and how formal the setting requires.
Can I use multiple alternatives in one email?
Yes, mixing a few naturally throughout a longer message helps avoid repetition and keeps the writing feeling fresh.
Will using alternatives improve communication?
Yes, varied phrasing improves clarity, tone control, and reader engagement across written notification.
