If you are looking for polite ways to say please be advised in an email, you probably want to share important information without sounding too blunt, stiff, or overly formal. The phrase “please be advised” is common in business communication, but it can sometimes sound formal, impersonal, or even slightly stern depending on the context.
A good alternative can make your message sound more natural while still keeping it professional.
For example, instead of writing:
Please be advised that the meeting has been moved to Friday.
You could write:
Please note that the meeting has been moved to Friday.
Or:
I wanted to let you know that the meeting has been moved to Friday.
The best wording depends on your relationship with the reader, the importance of the information, and the tone you want to create.
In this guide, you will find professional, formal, friendly, workplace, and email-ready alternatives to “please be advised,” along with examples you can use immediately.
What Does “Please Be Advised” Mean?
“Please be advised” means please take notice of this information or be aware of what follows.
It usually introduces an important update, instruction, warning, policy change, deadline, or piece of information.
Literal meaning
The phrase asks the reader to pay attention to the information that follows.
Example:
Please be advised that our office will be closed on Monday.
This simply means:
Please be aware that our office will be closed on Monday.
Tone
“Please be advised” has a formal and businesslike tone. It is not necessarily rude, but it can feel distant or authoritative.
For example:
Please be advised that late submissions will not be accepted.
This sounds firm and official.
A softer version would be:
Please note that late submissions cannot be accepted.
A more conversational version would be:
Just a quick note to let you know that we cannot accept late submissions.
Purpose
The phrase is often used to:
- Share an important update
- Communicate a policy
- Give notice of a change
- Highlight a deadline
- Inform customers about an issue
- Provide instructions
- Prevent confusion
- Draw attention to important information
Emotional context
“Please be advised” can sound neutral, but in some situations it may feel like a warning.
Compare:
Please be advised that your payment is overdue.
with:
I wanted to let you know that your payment is currently overdue.
The second version sounds more personal and less confrontational.
30 Polite Alternatives to “Please Be Advised”
Here are practical alternatives you can use depending on your situation.
Professional Alternatives
1. Please note that
Tone: Professional and neutral
Best use: General business emails
This is one of the safest alternatives to “please be advised.”
Example:
Please note that the deadline has been extended until Friday.
2. Please be aware that
Tone: Professional and clear
Best use: Important information or potential issues
Example:
Please be aware that processing times may vary during the holiday period.
This is direct without sounding unnecessarily harsh.
3. Please take note that
Tone: Formal and direct
Best use: Policies, instructions, and important announcements
Example:
Please take note that all applications must be submitted by 5 p.m.
4. Kindly note that
Tone: Polite and professional
Best use: Formal business correspondence
Example:
Kindly note that the revised agreement will take effect next month.
“Kindly” adds a courteous touch, although it may sound more formal in American English.
5. I would like to inform you that
Tone: Formal and professional
Best use: Official announcements
Example:
I would like to inform you that your request has been approved.
This works particularly well when you are delivering an important decision or update.
6. Please keep in mind that
Tone: Professional and conversational
Best use: Reminders and practical information
Example:
Please keep in mind that delivery times may change during peak periods.
Formal Alternatives
7. We wish to inform you that
Tone: Very formal
Best use: Corporate notices and official communication
Example:
We wish to inform you that our terms and conditions have been updated.
8. We would like to bring to your attention
Tone: Formal and authoritative
Best use: Important issues or documents
Example:
We would like to bring to your attention a change to the payment schedule.
9. Please be informed that
Tone: Formal
Best use: Official notices and administrative emails
Example:
Please be informed that your account will remain active until December 31.
This is close in meaning to “please be advised.”
10. Kindly be informed that
Tone: Highly formal and polite
Best use: Formal correspondence
Example:
Kindly be informed that the office will remain closed tomorrow.
11. This is to inform you that
Tone: Formal and official
Best use: Notices and administrative communication
Example:
This is to inform you that your application has been received.
12. We would like to notify you that
Tone: Formal and professional
Best use: Announcements and changes
Example:
We would like to notify you that our billing system will undergo maintenance tonight.
Friendly Alternatives
13. I wanted to let you know that
Tone: Friendly and professional
Best use: Clients, colleagues, and everyday emails
Example:
I wanted to let you know that the report is now ready.
This is one of the most natural business email phrases.
14. Just a quick note to let you know
Tone: Friendly and conversational
Best use: Short updates
Example:
Just a quick note to let you know that tomorrow’s meeting has been rescheduled.
15. I wanted to keep you informed
Tone: Friendly and professional
Best use: Ongoing projects and updates
Example:
I wanted to keep you informed about the progress of your order.
16. I thought you should know
Tone: Friendly and personal
Best use: Informal workplace communication
Example:
I thought you should know that the client has approved the proposal.
17. Just so you’re aware
Tone: Casual and friendly
Best use: Colleagues and familiar contacts
Example:
Just so you’re aware, the meeting room has changed to Room 204.
Use this with people you already have a comfortable working relationship with.
Email-Ready Alternatives
18. I’m writing to let you know that
Tone: Professional and natural
Best use: Client and business emails
Example:
I’m writing to let you know that your order has been shipped.
19. I’m reaching out to let you know that
Tone: Professional and warm
Best use: Clients, networking, and external contacts
Example:
I’m reaching out to let you know that we have completed the requested changes.
20. I wanted to update you on
Tone: Professional and approachable
Best use: Project updates
Example:
I wanted to update you on the status of your application.
21. For your information
Tone: Neutral and professional
Best use: Sharing useful information
Example:
For your information, the revised schedule is attached.
Be careful with “FYI,” however. In some workplace situations, the abbreviation can sound abrupt.
22. Please note the following
Tone: Professional and direct
Best use: Lists, instructions, and announcements
Example:
Please note the following changes to our submission process.
Workplace Alternatives
23. I’d like to make you aware
Tone: Professional and respectful
Best use: Workplace updates
Example:
I’d like to make you aware of a change to the project timeline.
24. I wanted to bring this to your attention
Tone: Professional and diplomatic
Best use: Problems or important matters
Example:
I wanted to bring this to your attention before we finalize the report.
25. Please keep this in mind
Tone: Friendly and professional
Best use: Advice and reminders
Example:
Please keep this in mind when preparing next month’s schedule.
26. I’d like to highlight
Tone: Professional and concise
Best use: Reports, presentations, and workplace emails
Example:
I’d like to highlight the two key changes below.
27. I’d like to make you aware of
Tone: Formal-professional
Best use: Important workplace information
Example:
I’d like to make you aware of a potential scheduling conflict.
28. Please take note of
Tone: Direct and professional
Best use: Instructions and deadlines
Example:
Please take note of the updated submission deadline.
29. I’d like to clarify that
Tone: Professional and diplomatic
Best use: Correcting misunderstandings
Example:
I’d like to clarify that the revised price applies only to new orders.
30. I wanted to make sure you’re aware that
Tone: Polite and considerate
Best use: Sensitive or important information
Example:
I wanted to make sure you’re aware that the deadline has been moved to Thursday.
Quick Comparison Table
| Alternative | Tone | Best Use |
|---|---|---|
| Please note that | Professional | General emails |
| Please be aware that | Professional | Important information |
| Kindly note that | Formal | Business correspondence |
| Please be informed that | Formal | Official notices |
| I would like to inform you that | Formal | Announcements |
| We wish to inform you that | Very formal | Corporate notices |
| I wanted to let you know that | Friendly | Everyday emails |
| Just a quick note to let you know | Friendly | Short updates |
| I’m writing to let you know that | Professional | Client emails |
| I’m reaching out to let you know | Warm professional | External contacts |
| For your information | Neutral | Sharing information |
| Please keep in mind that | Friendly professional | Reminders |
| I wanted to bring this to your attention | Diplomatic | Important issues |
| I’d like to highlight | Concise | Reports and updates |
| I’d like to clarify that | Diplomatic | Corrections |
Email Examples Using Alternatives to “Please Be Advised”
1. Client Email
Subject: Update on Your Order
Hi Sarah,
I wanted to let you know that your order has been processed and is scheduled for delivery on Thursday.
Please note that delivery times may vary slightly depending on the carrier.
Best regards,
James
This sounds more customer-friendly than repeatedly using “please be advised.”
2. Email to a Manager
Hi Michael,
I wanted to make you aware that the project timeline has changed slightly. The team expects to complete the first phase by Friday.
I’ll keep you updated if anything changes.
Best,
Daniel
3. Email to a Colleague
Hi Emma,
Just a quick note to let you know that tomorrow’s meeting will start at 10:30 instead of 10:00.
Thanks!
The friendly tone fits an internal workplace message.
4. Customer Service Email
Dear Mr. Brown,
We would like to inform you that your refund has been approved. You should receive the funds within five business days.
Please be aware that processing times may vary depending on your bank.
Kind regards,
Customer Support
5. Networking Email
Hi Alex,
I’m reaching out to let you know that our team will be attending the conference next month. It would be great to connect while we’re there.
I look forward to hearing from you.
This sounds warmer than a highly formal notification.
6. Meeting Follow-Up
Hi Team,
Thank you for joining today’s meeting. I wanted to highlight the three action items we agreed on:
- Complete the draft by Tuesday
- Review the budget by Wednesday
- Submit feedback by Friday
Please keep these deadlines in mind as we move forward.
Common Mistakes When Using “Please Be Advised”
1. Using it in every email
Repeatedly writing “please be advised” can make your emails sound mechanical.
Instead, vary your wording:
- Please note that…
- I wanted to let you know…
- Please be aware that…
- I’d like to highlight…
- I wanted to bring this to your attention…
Variety makes professional communication sound more natural.
2. Making a simple message sound too formal
Consider this:
Please be advised that your meeting is tomorrow.
A more natural option may be:
Just a reminder that your meeting is tomorrow.
Match the wording to the importance of the information.
3. Sounding like you are issuing a warning
“Please be advised” can sometimes sound stern when followed by negative information.
For example:
Please be advised that your request has been rejected.
A softer version could be:
I’m writing to let you know that, unfortunately, we’re unable to approve your request at this time.
The second version delivers the same information with more empathy.
4. Using overly casual language with clients
A phrase such as:
Just so you know…
may sound too casual in a formal client relationship.
Use:
Please note that…
or:
I wanted to let you know that…
instead.
5. Using “kindly” too often
“Kindly” can be polite, but repeated use can make emails sound stiff.
Instead of:
Kindly note that…
Kindly review…
Kindly confirm…
Kindly advise…
vary your wording naturally.
Related Business Email Phrases
Here are related expressions that can help you build stronger professional communication.
Please note
Means “pay attention to this information.”
Example:
Please note that the deadline has changed.
Please be aware
Means “keep this information in mind.”
Example:
Please be aware that additional fees may apply.
For your information
Used when sharing information the reader may find useful.
Example:
For your information, I have attached the updated report.
I wanted to let you know
A friendly way to introduce information.
Example:
I wanted to let you know that the issue has been resolved.
I’d like to inform you
A formal way to introduce an announcement.
Example:
I’d like to inform you that your application was successful.
I’d like to highlight
Used to draw attention to something important.
Example:
I’d like to highlight the key changes below.
I’d like to clarify
Used to remove confusion.
Example:
I’d like to clarify the requirements before we proceed.
I wanted to bring this to your attention
Useful when discussing a concern.
Example:
I wanted to bring this issue to your attention.
Please keep in mind
Useful for reminders and considerations.
Example:
Please keep in mind that the schedule may change.
Just a quick note
Useful for brief, friendly updates.
Example:
Just a quick note to let you know that the report is ready.
I’m writing to let you know
A standard professional email opening.
Example:
I’m writing to let you know that your request has been approved.
I’m reaching out to let you know
Warm and professional.
Example:
I’m reaching out to let you know about the upcoming changes.
Please take note
Direct and professional.
Example:
Please take note of the revised deadline.
This is to inform you
Formal and official.
Example:
This is to inform you that the office will be closed Friday.
We would like to notify you
Suitable for corporate communication.
Example:
We would like to notify you of a change to our privacy policy.
I wanted to make sure you’re aware
Useful when information is particularly important.
Example:
I wanted to make sure you’re aware of the updated requirements.
“Please Be Advised” vs. Other Alternatives
The best formal alternative to “please be advised” is often “please be informed” or “we wish to inform you,” especially in official notices.
For everyday business email, “please note that” is usually simpler and more natural.
| Phrase | Formality | Tone | Best Context |
|---|---|---|---|
| Please be advised | High | Formal/direct | Notices |
| Please note that | Medium | Neutral | Most business emails |
| Please be aware that | Medium | Clear | Important information |
| Kindly note that | High | Polite/formal | Formal correspondence |
| Please be informed that | High | Official | Administrative messages |
| I wanted to let you know | Low-medium | Friendly | Everyday communication |
| I’m writing to let you know | Medium | Professional | |
| I’d like to highlight | Medium | Concise | Reports and updates |
| I wanted to bring this to your attention | Medium | Diplomatic | Concerns |
| Just a quick note | Low-medium | Friendly | Colleagues |
Cultural Usage of “Please Be Advised”
US English
In American business communication, “please note that” is often a more natural alternative for routine information.
For example:
Please note that the office will close at 3 p.m.
“Please be advised” remains appropriate for formal notices, policies, and official communications.
UK English
British business writing may also use “please note,” “please be aware,” and “kindly note.” The best choice depends on the organization and level of formality.
A simple phrase often sounds more natural than an unnecessarily formal one.
Corporate Communication
Large organizations may use “please be advised” in policies, announcements, and official notices because it creates a clear formal tone.
However, customer-facing communication often benefits from warmer language.
Instead of:
Please be advised that your request has been denied.
Consider:
We’re writing to let you know that we’re unable to approve your request.
Customer Service
Customer service emails should balance clarity with empathy.
For example:
Please be aware that refunds can take up to five business days to appear in your account.
This sounds informative rather than threatening.
Networking
Networking messages generally benefit from a warmer tone.
Instead of:
Please be advised that I will attend the conference.
Use:
I wanted to let you know that I’ll be attending the conference as well.
This creates a more conversational connection.
How to Choose the Right Alternative
When choosing a synonym for “please be advised,” ask yourself five questions:
1. How formal is the situation?
For a legal or official notice, use:
Please be informed that…
For a normal workplace email, use:
Please note that…
2. Is the information positive or negative?
For neutral information:
Please note that the schedule has changed.
For sensitive information:
I wanted to let you know that we’re unable to approve the request.
3. Who is reading the email?
Use formal language with:
- Senior executives
- New clients
- Government organizations
- External partners
Use warmer language with:
- Close colleagues
- Familiar clients
- Professional contacts you know well
4. Do you want to sound firm or friendly?
For firm:
Please take note that all forms must be submitted by Friday.
For friendly:
Just a quick note to let you know that the deadline is Friday.
5. Is the information urgent?
For important information:
Please be aware that the system will be unavailable tonight.
For a routine update:
I wanted to let you know that the report is ready.
FAQs
1. What is a polite way to say “please be advised”?
“Please note that” is one of the simplest and most professional alternatives. Other options include “please be aware that,” “kindly note that,” and “I wanted to let you know that.”
2. Is “please be advised” professional?
Yes. “Please be advised” is professional and grammatically correct. However, it can sound formal or authoritative, so a simpler alternative may work better in everyday business emails.
3. What is a softer alternative to “please be advised”?
“I wanted to let you know that” is a softer and more conversational alternative.
Example:
I wanted to let you know that the meeting time has changed.
4. What is the most formal alternative to “please be advised”?
Depending on the situation, “we wish to inform you that,” “please be informed that,” or “this is to inform you that” can provide a highly formal tone.
5. Can I use “please note” instead of “please be advised”?
Yes. “Please note that” is often a more concise and natural choice for professional emails.
Example:
Please note that the deadline is Friday.
6. Is “please be advised” rude?
Not inherently. However, the phrase can sound stern when used with negative information, warnings, or repeated instructions. The surrounding language and context determine how it feels.
7. What is a friendly alternative to “please be advised”?
Try:
I wanted to let you know that…
or:
Just a quick note to let you know…
These options sound more personal and approachable.
8. What should I use instead of “please be advised” in a client email?
For most client emails, “please note that,” “please be aware that,” or “I wanted to let you know that” works well.
For sensitive situations, “I’m writing to let you know that” can sound especially considerate.
9. What is a professional way to introduce important information?
You can write:
Please note that…
I’d like to highlight…
I wanted to bring this to your attention…
Please be aware that…
The right option depends on the level of urgency and formality.
10. Is “kindly be advised” correct?
“Kindly be advised” is understandable and grammatically possible, but it can sound overly formal or stiff. In many business emails, “please note that” is clearer and more natural.
Best Alternatives at a Glance
Best professional option
Please note that…
Best formal option
We wish to inform you that…
Best friendly option
I wanted to let you know that…
Best client-friendly option
I’m writing to let you know that…
Best diplomatic option
I wanted to bring this to your attention…
Best for important information
Please be aware that…
Best for workplace updates
I’d like to make you aware that…
Best for reports
I’d like to highlight…
Best for clarification
I’d like to clarify that…
Best for a short email
Please note that…
Final Summary
The best polite ways to say “please be advised” in an email depend on your audience, purpose, and desired tone. For most professional communication, “please note that” is a clear and natural choice. For a friendlier approach, use “I wanted to let you know that.” For formal notices, consider “we wish to inform you that” or “please be informed that.” If you need to raise a sensitive issue, “I wanted to bring this to your attention” can sound more diplomatic. Strong workplace communication is not about using the most formal phrase; it is about choosing language that is clear, respectful, and appropriate for the reader. Good email etiquette means matching your words to the situation.
