14 Other Ways to Say “I Am Writing to Inform You”

“14 Other Ways to Say ‘I Am Writing to Inform You’” refers to a set of professional, clear, and reader-friendly phrases that replace the commonly used formal expression in business or email writing. These alternatives help writers deliver messages with better tone, intent, and engagement. Instead of sounding robotic or overly formal, they bring freshness and clarity to communication, while maintaining a respectful and authoritative voice.

Strong communication matters more than ever in today’s workplace. The first sentence of your message can shape how your entire email is received. Using these 14 Other Ways to say ‘I Am Writing to Inform You’ allows you to grab attention, set the tone, and sound more human. It’s not just about wording—it’s about focus, timing, and making your message stand out in a crowded inbox.

Each phrase in the 14 Other Ways to Say ‘I Am Writing to Inform You’ is carefully chosen for tone and context. Whether you’re delivering project updates, policy changes, or team notices, these alternatives help you stay focused and clear. By using these 14 Other Ways to say ‘I Am Writing to Inform You’, you improve readability and make your messages more impactful. Strong, focused writing builds trust, and it starts with the right opening line.

Why “I Am Writing to Inform You” Kills Your Message Before It Starts

This phrase screams “template email” from the first word. It’s the communication equivalent of wearing a suit that’s three sizes too big – technically correct but completely wrong for building real connections.

Message clarity suffers when you lead with bureaucratic language. Recipients immediately shift into “corporate memo” mode, expecting dry, forgettable content. Research from the Harvard Business Review shows that emails using conversational formal phrasing receive 23% higher response rates than those starting with traditional business clichés.

Consider these real-world scenarios where this phrase falls flat:

• Customer service emails: “I am writing to inform you that your order has shipped,” sounds like an automated system, not a helpful human
• Team updates: “I am writing to inform you about project delays,” creates anxiety before explaining the actual situation
• Client communications: “I am writing to inform you of policy changes” feels punitive rather than collaborative

The phrase creates unnecessary distance in stakeholder communication. It positions you as the formal information-giver and them as the passive recipient. Modern business thrives on collaborative dialogue, not one-way announcements that feel like royal proclamations.

Tone management becomes impossible when you start with such rigid language. Whether you’re sharing exciting news or addressing concerns, this phrase flattens emotional nuance into corporate beige. Your message’s impact diminishes before readers even reach your main point.

The Complete Guide: 14 Superior Alternatives for Every Professional Situation

Please be advised

This formal register alternative works perfectly when you need authority without arrogance. Legal professionals and compliance teams rely on this phrase because it conveys official weight while maintaining respect.

Best contexts: Legal notifications, policy changes, regulatory updates, formal warnings

Example in action: “Please be advised that our data protection policies will be updated on March 15th to ensure continued GDPR compliance. These changes strengthen our commitment to your privacy while expanding our service capabilities.”

This approach demonstrates transparency in messaging while acknowledging the recipient’s need to know important information. Unlike the robotic original, “please be advised” implies the sender respects the recipient’s intelligence and decision-making ability.

This serves to notify you

When formal correspondence demands maximum official weight, this phrase delivers without sounding hostile. Government agencies and large corporations use this for announcements requiring documentation and legal clarity.

Perfect for: Official notices, compliance matters, contract communications, audit notifications

Real-world example: “This serves to notify you that your supplier certification review is scheduled for April 2nd. Our team will evaluate current processes and provide recommendations for continued partnership excellence.”

The phrase works because it acknowledges the formal nature of the communication while avoiding the wordiness of “I am writing to inform you.” Message structure remains clear and professional without unnecessary padding.

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I wish to bring to your attention

This diplomatic alternative excels in stakeholder engagement scenarios where you need to highlight issues without creating defensiveness. Executive communications often use this phrase when addressing sensitive topics that require immediate focus.

Ideal situations: Performance discussions, risk management, strategic concerns, quality issues

Professional scenario: “I wish to bring to your attention recent developments in our European market expansion. While overall progress remains strong, three key challenges require our immediate collaborative attention.”

The phrase demonstrates a respectful tone while clearly indicating priority. It invites engagement rather than demanding compliance, making it perfect for team alignment conversations.

Allow me to update you regarding

Collaborative dialogue starts with language that positions information sharing as a service, not an obligation. This phrase works exceptionally well in ongoing project relationships where regular communication builds trust.

Optimal contexts: Project progress reports, client relationship management, ongoing initiatives, partnership updates

Client communication example: “Allow me to update you regarding the website redesign project. Phase one completed ahead of schedule, and we’re excited to share the preliminary results that exceed your original engagement targets.”

This approach transforms update sharing from a duty into an opportunity to demonstrate value. The tone of the message remains professional while building anticipation for the actual information.

I wanted to let you know

This phrase bridges formal and casual communication perfectly. It maintains professional communication standards while injecting human warmth that encourages continued dialogue.

Best applications: Internal team communications, established client relationships, vendor partnerships, cross-departmental updates

Team scenario: “I wanted to let you know that the Q3 budget revisions are complete. The good news? Your department received full approval for the software upgrades you requested, plus additional training resources.”

The communication purpose shifts from information delivery to relationship building. Recipients feel included rather than merely informed, which dramatically improves engagement strategy effectiveness.

I’m reaching out to share

Modern professional communication emphasizes connection over hierarchy. This phrase creates immediate rapport while maintaining business-appropriate formal phrasing.

Perfect scenarios: New client onboarding, partnership development, interdisciplinary projects, innovation initiatives

Business development example: “I’m reaching out to share exciting developments in our sustainability program. These innovations align perfectly with your company’s environmental goals and could strengthen our partnership significantly.”

Audience targeting becomes more effective when your opening phrase demonstrates genuine interest in the recipient’s success. This alternative transforms routine information sharing into relationship investment.

Here’s what you need to know

Clarity and brevity define effective business communication. This direct approach eliminates fluff while maintaining professional respect for the recipient’s time and intelligence.

Ideal for: Executive summaries, urgent communications, decision-making support, crisis management

Crisis communication: “Here’s what you need to know about today’s system outage. Service restoration is 90% complete, affected customers have been contacted directly, and we’ve implemented additional safeguards to prevent recurrence.”

The phrase demonstrates effective communication by immediately orienting recipients to expect essential information. Message framing becomes incredibly efficient without sacrificing professionalism.

I’d like to fill you in on

Team alignment requires language that emphasizes inclusion and shared purpose. This phrase works brilliantly when bringing people up to speed on developments that affect their work or interests.

Best contexts: Return from travel updates, meeting summaries, strategic planning, organizational updates

Post-conference example: “I’d like to fill you in on key insights from the industry conference. Three emerging trends could significantly impact our Q4 strategy, and I believe your team’s expertise would be crucial for successful implementation.”

This approach transforms update sharing into a collaborative opportunity. The tone of urgency remains appropriate while emphasizing partnership over hierarchy.

Quick heads up

Modern professional tone embraces efficiency without sacrificing human connection. This phrase excels in fast-paced environments where immediate awareness matters more than formal protocols.

Perfect situations: Urgent but non-critical updates, schedule changes, deadline notifications, informal team communications

Urgent update scenario: “Quick heads up – the client meeting moved to 3 PM today instead of tomorrow. They’re excited to see the preliminary designs and want to accelerate the approval timeline.”

Message delivery becomes more effective when recipients immediately understand the priority level. The phrase signals importance without creating unnecessary panic or formality barriers.

Thought you should know

Collaborative dialogue thrives when information sharing feels thoughtful rather than obligatory. This phrase demonstrates consideration for the recipient’s interests and responsibilities.

Ideal applications: Industry insights, competitive intelligence, feedback sessions, networking opportunities

Strategic intelligence example: “Thought you should know – our main competitor just announced a major product recall. This creates immediate market opportunities for our Q4 launch, especially in the enterprise segment they’re temporarily abandoning.”

The phrase establishes an open communication culture where valuable information flows naturally between colleagues. Engagement strategy improves because recipients feel valued rather than merely notified.

Just wanted to give you the scoop

Creative industries and innovative companies often embrace professional communication that reflects their dynamic culture. This phrase maintains business appropriateness while demonstrating personality and approachability.

Best environments: Creative agencies, tech startups, innovation teams, company culture, communications

Company culture example: “Just wanted to give you the scoop on next month’s team building event. We’ve secured the entire adventure park for our group, plus they’re providing professional photography to capture all the amazing moments we’ll create together.”

Message impact increases when your communication style aligns with company culture. This alternative shows that effective communication doesn’t require sacrificing personality for professionalism.

Here’s the latest

Regular communication builds stronger professional relationships. This phrase works perfectly for ongoing updates that maintain connection without overwhelming recipients with unnecessary formality.

Optimal uses: Newsletter introductions, regular reports, project progress updates, client relationship maintenance

Client relationship example: “Here’s the latest on your digital marketing campaign. Month two results show 34% increased engagement, 28% higher conversion rates, and most exciting, three new customer testimonials that perfectly capture your brand values.”

Transparency in messaging becomes natural when your opening phrase promises current, relevant information. Recipients develop trust in your communications because they consistently deliver value.

Following up on our conversation

Strategic communication requires a clear connection between discussions and actions. This phrase demonstrates professional follow-through while maintaining conversational continuity.

Perfect contexts: Post-meeting communications, decision-making support, project initiation, relationship development

Meeting follow-up: “Following up on our conversation about expanding into international markets – I’ve compiled the regulatory research you requested, plus three case studies of companies with similar successful expansion strategies.“

The phrase reinforces collaborative dialogue by acknowledging previous interaction. Message structure becomes more effective when recipients immediately understand context and relevance.

As promised, here’s the information about

Professional communication excellence requires consistent delivery on commitments. This phrase demonstrates reliability while creating positive anticipation for your message content.

Best applications: Client service delivery, stakeholder communication, project deliverables, partnership development

Client service excellence: “As promised, here’s the information about integrating our platform with your existing systems. The technical specifications include step-by-step implementation guides, timeline estimates, and direct contact information for our integration specialists.”

This approach transforms routine information delivery into a trust-building opportunity. Recipients learn to anticipate value when they see your communications, improving overall engagement strategy effectiveness.

Choosing the Right Alternative: Context Determines Success

The wrong phrase can torpedo your message faster than a typo in the subject line. Audience targeting requires understanding not just who you’re writing to, but the cultural and professional context that shapes their expectations.

Understanding Your Audience’s Communication Culture

Formal register remains essential in legal, financial, and government communications. A startup founder might prefer “Quick heads up,” while a bank compliance officer expects “Please be advised.” Tone management succeeds when you match language to legitimate audience expectations.

Consider these audience targeting factors:

Audience Type	Preferred Style	Best Alternatives	Avoid
C-Suite Executives	Concise, strategic	“Just wanted to give you the scoop.”	Overly casual phrases
Creative Teams	Engaging, dynamic	“Please be advised.”	Rigid bureaucratic language
Legal/Compliance	Precise, formal	“Just wanted to give you the scoop.p”	Informal expressions
Client Services	Warm, professional	“I wanted to let you know”	Distant corporate speak
International Partners	Clear, respectful	“Allow me to update you regarding”	Cultural idioms

Industry-Specific Communication Purpose Guidelines

Professional communication standards vary dramatically across industries. Healthcare professionals communicate differently from advertising executives, and both differ from government contractors.

Technology sector communications often embrace casual professionalism. “Here’s the latest” works perfectly for agile development updates, while “This serves to notify you” would seem absurdly formal.

Financial services require careful tone management due to regulatory requirements and client trust issues. “Please be advised” maintains necessary authority, while “Quick heads up” could undermine credibility.

Creative industries thrive on engaging communication that reflects innovative thinking. “Just wanted to give you the scoop” demonstrates cultural fit, while overly formal alternatives might signal disconnection from creative values.

Cultural Sensitivity in Global Professional Communication

Stakeholder engagement becomes complex when your audience spans multiple cultures. American directness might seem rude to colleagues from cultures that value elaborate courtesy. Conversely, overly formal approaches might confuse recipients from casual communication cultures.

Best practices for international communication:

• Research cultural communication preferences for key audiences
• Test different approaches with trusted international colleagues
• Avoid idioms that don’t translate well
• Maintain a consistent professional tone across all communications
• Consider time zone implications for urgency indicators

Common Mistakes That Destroy Your Message Impact

Over-Formalizing Casual Relationships

The biggest communication purpose mistake? Using “This serves to notify you” when emailing your project teammate about lunch plans. The tone of the message should match the relationship depth and communication frequency.

Wrong approach: “I wish to bring to your attention that our weekly team meeting has been rescheduled.” Better alternative: “Quick heads up – our weekly meeting moved to Thursday at 2 PM.”

Misreading Company Culture Cues

Organizational updates require understanding your company’s communication DNA. A formal corporation might embrace casual Fridays but still expect professional email language. A startup might use Slack for everything but require formal client communications.

Forgetting Audience Targeting in Group Communications

Mixed audiences create message framing challenges. Your email to both the CEO and the intern team requires language that respects executive expectations while remaining accessible to newer team members.

Solution: Choose middle-ground alternatives like “I wanted to let you know” that maintain professionalism without intimidating less experienced recipients.

Ignoring Urgency Level Implications

“Quick heads up” suggests immediate attention, while “Please be advised” implies formal notice requiring documentation. Mismatching the tone of urgency with actual priority confuses recipients and trains them to ignore your communications.

Quick Reference Guide for Effective Communication Selection

Message Delivery Decision Framework

Step 1: Assess relationship formality

• New professional contact = More formal alternatives
• Established working relationship = Conversational options
• Internal team = Match company culture

Step 2: Evaluate information sensitivity

• Legal/compliance issues = “Please be advised”
• Exciting developments = “Here’s the latest”
• Urgent updates = “Quick heads up”

3: Consider cultural context

• International audiences = Clear, respectful options
• Creative environments = Personality-appropriate choices
• Traditional industries = Proven formal alternatives

Professional Communication Cheat Sheet

Situation	Recommended Phrase	Why It Works
Policy Changes	“Here’s the latest.”	Official weight without hostility
Project Updates	“As promised, here’s the informatio.n”	Implies ongoing valuable communication
Urgent Issues	“Quick heads up”	Signals priority appropriately
Client Service	“I’d like to fill you in.”	Demonstrates reliability
Team Collaboration	“As promised, here’s the information.n”	Emphasizes inclusion
Strategic Communications	“I wish to bring to your attention”	Diplomatic yet direct

Transform Your Professional Communication Starting Today

Your next email doesn’t have to sound like a robot wrote it during its lunch break. Effective communication starts with recognizing that behind every inbox is a real person who deserves thoughtful, engaging language.

These 14 alternatives represent more than simple phrase substitutions. They’re tools for building stronger professional relationships, improving message impact, and demonstrating the communication excellence that sets career leaders apart from inbox fillers.

Challenge yourself: Use three different alternatives this week. Notice how recipients respond differently when your emails sound human instead of automated. Track which phrases generate better engagement strategy results in your specific professional context.

Remember: Great professional communication isn’t about following rigid rules. It’s about choosing words that respect your audience, serve your communication purpose, and reflect the authentic professional you want to be.

The most successful professionals understand that every email is an opportunity to strengthen relationships, demonstrate expertise, and move important work forward. Make yours count by choosing alternatives that engage rather than alienate, connect rather than distance, and inspire action rather than archive immediately.

Start transforming your professional communication today. Your colleagues, clients, and career will thank you for finally sounding like the thoughtful professional you are, not the corporate communication bot you never wanted to become.

Conclusion

Choosing the right words in a message makes a big difference. The phrase “I am writing to inform you” works, but it can sound cold or overly formal. Using these 14 Other Ways to say “I Am Writing to Inform You” helps you sound more natural, friendly, and clear. Each alternative fits different situations—from casual updates to formal notices—and adds variety to your writing.

By using the 14 Other Ways to Say “I Am Writing to Inform You”, you improve your emails and connect better with your readers. These phrases show professionalism while keeping your tone warm and respectful.14 other ways to say I am writing to inform you. Try them in your next message and notice the difference they make. Better words lead to better communication, and that leads to stronger relationships at work.

FAQs

Q1: Why should I stop using “I am writing to inform you”?

Overusing it can make your message feel cold or robotic, especially in modern professional communication. (14 other ways to say I am writing to inform you)

Q2: Are these alternatives suitable for formal business emails in 2025?

Yes, these updated phrases align with current business writing trends focused on clarity, tone, and human connection. (14 other ways to say I am writing to inform you)

Q3: Can I use these phrases in client-facing emails?

Absolutely. Phrases like “I would like to share” or “Please be advised” maintain a professional tone and improve engagement.

Q4: Is it okay to use casual phrases like “Here’s an update” in work emails?

Yes, if the context allows. It’s ideal for internal updates or friendly team messages.

Q5: Do companies now prefer more natural language in communication?

Yes. As of 2025, most organizations value clear, conversational, and tone-aware messaging over overly formal phrasing.(14 other ways to say i am writing to inform you)