In many professional or formal contexts, the way you begin your writing plays a big role in how your message is received. Saying “I am writing to inform you” might be clear, but it’s also a common and often repetitive phrase. When I worked in customer support, I used to open every email with those same words until I realized how dull they sounded. To keep things more engaging, I started looking for alternatives that could set a warmer tone and create a stronger connection with the reader.
It helps to spice up your language by choosing words that sound more polite and thoughtful. You can still communicate the same idea, but with a different voice that matches different levels of formality.
For example, in a casual note, I might begin with “Just reaching out to share,” while in more formal writing, I use “This is to notify you.” These small changes keep your communication feeling fresh and more human, even in routine situations.
What matters most is how you introduce your purpose. Whether you’re communicating a policy update or just checking in, your opening lines shape the tone for the rest of the message. Try mixing in varied phrases that still get the point across but don’t sound like a copy-paste. Over time, I found this approach helped improve how my emails were received, especially when dealing with different departments or client levels.
What Does “I Am Writing to Inform You” Mean?
The phrase “I am writing to inform you” is commonly used at the beginning of formal emails or letters to notify the recipient about a particular topic or piece of information. It’s a straightforward, no-frills introduction, but using alternatives can help you sound more engaging and professional while also adjusting to the context of your communication.
When to Use “I Am Writing to Inform You”
You would typically use this phrase when you need to convey information to someone in a clear, neutral, and formal manner. It’s best in situations like business communications, legal notices, or official announcements. However, switching to more creative alternatives can help improve engagement and make your writing more varied.
Is It Professional/Polite to Say “I Am Writing to Inform You”?
While “I am writing to inform you” is certainly polite and professional, it can come across as formulaic. Depending on the context, you might want to opt for phrases that sound more personal, energetic, or tailored to the reader.
Pros or Cons
Pros:
- Clear and direct: It immediately informs the reader of the purpose of your message.
- Professional: It’s standard in formal business communications.
Cons:
- Overused: It can sound impersonal and repetitive.
- Lacks warmth: It doesn’t engage the reader or add a personal touch to the message.
I Am Writing to Inform You synonyms:
- I would like to bring to your attention
- I am reaching out to let you know
- I wanted to make you aware
- I would like to inform you
- Please be advised that
- I wanted to update you
- This is to notify you
- I wanted to share with you
- Just a quick note to let you know
- I’d like to take a moment to inform you
- I’m writing to make you aware
- I would like to bring you up to speed
- I’m happy to inform you
- I’m writing to notify you
- I thought you should know
- For your information
- I’d like to inform you that
- Allow me to inform you
- I wanted to let you know
- This message is to inform you
- I would like to bring to your attention
- This serves to inform you
- I am pleased to notify you
- Just a quick note to update you
- I wanted to inform you that
- I’d like to bring your attention to
- Please note that
- I wanted to take a moment to inform you
- I thought it would be helpful to inform you
- Just a quick update for your reference
- I wanted to update you on
- This letter serves as a notification
- I’m sending this message to let you know
- I wanted to reach out and inform you
- It’s important that you know
I would like to bring to your attention
Meaning:
A polite way of introducing important information.
Explanation:
This phrase suggests that you are alerting the reader to something that needs their attention.
Example:
Notifying a colleague about a policy change at work.
Best Use:
Business emails, formal notices.
Worst Use:
Informal or casual conversations.
Tone:
Formal, polite, direct.
I am reaching out to let you know
Meaning:
A more conversational way of introducing information.
Explanation:
This phrase implies you’re proactively sharing something with the recipient.
Example:
Notifying a client about an upcoming event or update.
Best Use:
Emails, customer service.
Worst Use:
Extremely formal business correspondence.
Tone:
Friendly, approachable, informal.
I wanted to make you aware.
Meaning:
A polite and slightly informal introduction to share news.
Explanation:
This phrase conveys your intention to inform the reader about something important.
Example:
Sharing a schedule change with a colleague.
Best Use:
Casual to semi-formal emails.
Worst Use:
Highly professional or formal settings.
Tone:
Friendly, casual, informative.
I would like to inform you.
Meaning:
A clear and neutral way of presenting information.
Explanation:
It’s straightforward and polite, without sounding too stiff.
Example:
Informing someone of a deadline extension.
Best Use:
Formal emails, official communication.
Worst Use:
Informal conversations.
Tone:
Professional, polite, clear.
Please be advised that
Meaning:
A formal and authoritative way of presenting news.
Explanation:
This phrase adds a sense of importance to the information you’re sharing.
Example:
Notifying someone of policy changes in a business setting.
Best Use:
Legal or formal professional contexts.
Worst Use:
Casual communication.
Tone:
Formal, authoritative, direct.
I wanted to update you
Meaning:
An engaging and less formal way of sharing information.
Explanation:
This phrase feels more conversational while still conveying important details.
Example:
Giving a progress update on a project.
Best Use:
Professional but relaxed settings.
Worst Use:
Very formal communications.
Tone:
Informal, engaging, friendly.
This is to notify you
Meaning:
A formal way of letting someone know something important.
Explanation:
This phrase is clear and to the point, often used for official notices.
Example:
Notifying someone about a policy change.
Best Use:
Business communications, formal notices.
Worst Use:
Casual or personal messages.
Tone:
Formal, official, direct.
I wanted to share with you
Meaning:
A more personal and approachable way to share information.
Explanation:
This phrase conveys that you’re giving someone news, and it sounds less formal than “I am writing to inform you.
Example:
Sharing updates with a team or group.
Best Use:
Casual professional environments.
Worst Use:
Strictly formal contexts.
Tone:
Friendly, informal, warm.
Just a quick note to let you know
Meaning:
A brief and informal way of sharing information.
Explanation:
It’s used when you want to quickly get to the point and keep things light.
Example:
Notifying a colleague about a small change in the schedule.
Best Use:
Internal office communication or personal messages.
Worst Use:
Official or formal announcements.
Tone:
Casual, quick, light.
I’d like to take a moment to inform you
Meaning:
A polite and respectful way to introduce new information.
Explanation:
This phrase softens the delivery of information, making it feel more considerate.
Example:
Announcing a company-wide event.
Best Use:
Formal emails or newsletters.
Worst Use:
Informal or quick messages.
Tone:
Respectful, polite, formal.
I’m writing to make you aware
Meaning:
A polite phrase used to introduce a notice.
Explanation:
It indicates you’re sharing important news, emphasizing that the recipient should pay attention to the message.
Example:
Notifying a client about a billing update.
Best Use:
Professional or semi-formal communication.
Worst Use:
Personal messages.
Tone:
Professional, polite, clear.
I would like to bring you up to speed
Meaning:
A casual and approachable way to provide updates.
Explanation:
It suggests that the recipient is being informed about the latest developments.
Example:
Providing an update to a coworker who’s been out of the loop.
Best Use:
Informal work settings, team meetings.
Worst Use:
Formal or serious communications.
Tone:
Friendly, casual, approachable.
I’m happy to inform you
Meaning:
A warm, positive way of delivering news.
Explanation:
This phrase adds an optimistic tone, making the news feel like a pleasant update.
Example:
Announcing good news, like a successful project completion.
Best Use:
Professional but friendly contexts.
Worst Use:
Negative or formal messages.
Tone:
Positive, warm, friendly.
I’m writing to notify you
Meaning:
A straightforward and formal way of sharing important information.
Explanation:
This is a more neutral and direct alternative that remains polite and professional.
Example:
Informing someone about a new procedure or requirement.
Best Use:
Formal emails and letters.
Worst Use:
Casual settings.
Tone:
Formal, clear, direct.
I thought you should know
Meaning:
A less formal and more personal alternative to communicate something important.
Explanation:
This phrase implies that you care enough about the recipient to ensure they’re informed.
Example:
Sharing a piece of news with a colleague or friend.
Best Use:
Informal settings, personal communication.
Worst Use:
Official or highly professional settings.
Tone:
Casual, caring, personal.
For your information
Meaning:
A brief and direct way to provide details.
Explanation:
This phrase is often used when sharing information that may or may not require further action.
Example:
Sending an FYI email about an upcoming meeting or schedule change.
Best Use:
Business emails, quick updates.
Worst Use:
Personal, friendly conversations.
Tone:
Neutral, factual, brief.
I’d like to inform you that
Meaning:
A direct and professional way to begin a message.
Explanation:
It’s a straightforward introduction to let someone know about a development or update.
Example:
Informing a client about changes to their account or services.
Best Use:
Formal communications, business letters.
Worst Use:
Informal conversations.
Tone:
Professional, clear, direct.
Allow me to inform you
Meaning:
A more polite and formal way to deliver information.
Explanation:
This phrase conveys respect, courteously offering the information.
Example:
Announcing a change in office policies to employees.
Best Use:
Business emails, legal notices.
Worst Use:
Casual or overly relaxed settings.
Tone:
Formal, respectful, polite.
I wanted to let you know
Meaning:
A friendly, informal way to share information.
Explanation:
It feels personal and genuine, suitable for informal or semi-formal settings.
Example:
Sharing news with colleagues or friends.
Best Use:
Informal settings, internal emails.
Worst Use:
Very formal or official situations.
Tone:
Friendly, casual, personal.
This message is to inform you
Meaning:
A simple and direct phrase used to announce something important.
Explanation:
It’s straightforward and effective for communicating key details.
Example:
Informing a customer about service interruptions.
Best Use:
Formal business emails.
Worst Use:
Casual, friendly communication.
Tone:
Professional, direct, neutral.
I would like to bring to your attention
Meaning:
A formal phrase is often used to highlight something important.
Explanation:
This phrase suggests that you want the recipient to pay particular attention to the information you are about to share.
Example:
Informing a team about upcoming changes in company policy.
Best Use:
Business communication, legal notifications.
Worst Use:
Casual or informal conversations.
Tone:
Formal, authoritative, polite.
This serves to inform you
Meaning:
A very formal and official way to present information.
Explanation:
This phrase is typically used in legal, governmental, or corporate environments when relaying important notices.
Example:
Notifying someone about a contractual obligation or legal notice.
Best Use:
Legal documents, formal business correspondence.
Worst Use:
Casual emails or friendly communication.
Tone:
Formal, legal, impersonal.
I am pleased to notify you
Meaning:
A warm, positive way of announcing something.
Explanation:
This phrase not only informs the reader but also conveys enthusiasm and positivity.
Example:
Informing someone that they have been selected for a job or have received approval for a project.
Best Use:
Good news announcements in a professional setting.
Worst Use:
Negative or neutral updates.
Tone:
Positive, enthusiastic, professional.
Just a quick note to update you
Meaning:
An informal, friendly way to share news.
Explanation:
It’s a casual and concise way to let someone know about recent developments.
Example:
Updating a coworker about the status of a task or project.
Best Use:
Casual business emails or personal messages.
Worst Use:
Very formal or official contexts.
Tone:
Friendly, informal, concise.
I wanted to inform you that
Meaning:
A direct and polite way to share important information.
Explanation:
This phrase is slightly more conversational but still maintains a professional tone.
Example:
Informing a client about a change in product availability.
Best Use:
Client communication, internal emails.
Worst Use:
Highly formal or legal situations.
Tone:
Professional, clear, polite.
I’d like to bring your attention to
Meaning:
A formal way to draw someone’s attention to something.
Explanation:
It’s used when you want the recipient to focus on a specific piece of information.
Example:
Notifying a supervisor about an urgent issue that needs addressing.
Best Use:
Professional or formal communication.
Worst Use:
Casual, informal settings.
Tone:
Formal, respectful, focused.
Please note that
Meaning:
A simple, to-the-point way to deliver information.
Explanation:
This phrase is widely used to alert someone about something that requires their attention.
Example:
Informing someone about a deadline or a schedule change.
Best Use:
Business emails, official notifications.
Worst Use:
Informal or overly casual contexts.
Tone:
Neutral, professional, brief.
I wanted to take a moment to inform you
Meaning:
A thoughtful, polite way to introduce information.
Explanation:
This phrase softens the delivery, making the information feel more personal.
Example:
Sharing important updates in a team meeting or via email.
Best Use:
Professional settings, client communication.
Worst Use:
Casual or friendly conversations.
Tone:
Polite, thoughtful, professional.
I thought it would be helpful to inform you
Meaning:
A more personal approach to delivering information.
Explanation:
This phrase suggests that you’re offering the information with the recipient’s needs in mind.
Example:
Letting a team member know about a schedule change helps them plan.
Best Use:
Internal communication, personal updates.
Worst Use:
Very formal emails or official correspondence.
Tone:
Considerate, informal, helpful.
Just a quick update for your reference
Meaning:
A brief and neutral way of providing information.
Explanation:
This phrase signals that the update is important but not urgent.
Example:
Informing a colleague about a status update on a shared project.
Best Use:
Semi-formal business communication, internal memos.
Worst Use:
Highly formal or client-facing correspondence.
Tone:
Neutral, clear, concise.
I wanted to update you on
Meaning:
A more engaging and less formal way to present new information.
Explanation:
This phrase is commonly used in a variety of work settings to keep others in the loop.
Example:
Providing progress updates on a client project or work task.
Best Use:
Casual work environments, team communication.
Worst Use:
Formal or high-level business communication.
Tone:
Friendly, professional, direct.
This letter serves as a notification
Meaning:
A formal, legalistic way of introducing information.
Explanation:
It’s often used in official correspondence or legal documents to provide notice of something.
Example:
Notifying someone of a breach of contract or legal requirement.
Best Use:
Legal notices, formal corporate communication.
Worst Use:
Casual, personal communication.
Tone:
Formal, legal, impersonal.
I’m sending this message to let you know
Meaning:
A friendly, approachable way to convey information.
Explanation:
This phrase implies you’re proactively sharing information with someone who needs it.
Example:
Notifying someone of a team event or a meeting change.
Best Use:
Casual work environments or personal messages.
Worst Use:
Formal settings or official notices.
Tone:
Friendly, informal, and considerate.
I wanted to reach out and inform you
Meaning:
A friendly, slightly informal way to introduce important news.
Explanation:
This phrase combines a casual tone with a professional purpose.
Example:
Informing a colleague about changes in the company’s procedures.
Best Use:
Professional yet informal communication.
Worst Use:
Very formal or business-critical messages.
Tone:
Casual, approachable, professional.
It’s important that you know
Meaning:
A direct and somewhat urgent way to present information.
Explanation:
This phrase suggests that the information being shared is critical and needs attention.
Example:
Notifying someone about a last-minute meeting or event change.
Best Use:
High-priority or time-sensitive communication.
Worst Use:
Casual or relaxed messages.
Tone:
Urgent, direct, authoritative.
Conclusion
When it comes to sharing information, variety is key. Using phrases like “I am writing to inform you” can be effective, but it’s always nice to have alternatives at your disposal that suit different tones, contexts, and audiences. From casual to formal, and from positive to neutral, the 35 alternatives provided here give you a range of ways to express the same sentiment with more personality and relevance. The next time you need to inform someone, consider how you can make your message more engaging, professional, or friendly, depending on the situation. In the end, the goal is to communicate your message clearly and effectively, while also being considerate of how it lands with the reader.
