“I am writing to let you know” is one of the most common opening lines in business emails. While it’s polite and professional, using it repeatedly can make your emails sound repetitive and less engaging.
Whether you’re emailing a client, manager, colleague, customer, or networking contact, choosing a more natural alternative helps your message feel clearer, warmer, and more professional. Modern workplace communication values concise, reader-friendly language, so varying your email openings is a simple way to improve your writing.
In this guide, you’ll discover 27 polite synonyms for “I am writing to let you know,” learn when to use each one, see practical examples, avoid common mistakes, and find the best options for every professional situation.
What Does “I Am Writing to Let You Know” Mean?
The phrase “I am writing to let you know” simply means you’re informing someone about new information.
Literal Meaning
You’re telling the recipient that the purpose of your email is to share an update, announcement, reminder, or important detail.
Example:
I am writing to let you know that your application has been approved.
Tone
This phrase sounds:
- Professional
- Neutral
- Respectful
- Clear
- Slightly formal
It rarely sounds rude, making it appropriate for most business situations.
Purpose
People use this phrase to:
- Share updates
- Announce decisions
- Confirm information
- Notify recipients
- Deliver reminders
- Explain changes
- Introduce important news
Emotional Context
The phrase is emotionally neutral.
It works equally well when delivering:
- Good news
- Neutral information
- Difficult news
- Policy updates
- Schedule changes
More Examples
- I am writing to let you know your order has shipped.
- I am writing to let you know that tomorrow’s meeting has been rescheduled.
- I am writing to let you know we have received your request.
When Is It Appropriate to Use This Phrase?
In Business Emails
Perfect for:
- Project updates
- Status reports
- Internal announcements
- HR notices
With Clients
Useful when:
- Sharing progress
- Confirming completion
- Providing reminders
- Sending invoices
Workplace Communication
Appropriate for:
- Managers
- Team members
- Department updates
- Internal communication
Customer Service
Works well when informing customers about:
- Orders
- Refunds
- Deliveries
- Account changes
Networking
Suitable when:
- Following up
- Sharing opportunities
- Confirming meetings
- Sending introductions
27 Polite Synonyms for “I Am Writing to Let You Know”
Professional Alternatives
1. I’d Like to Inform You That
Tone: Professional
Best Use: Official notifications
Example:
I’d like to inform you that your proposal has been approved.
2. I’m Pleased to Inform You That
Tone: Positive
Best Use: Good news
Example:
I’m pleased to inform you that you’ve been selected.
3. I’m Writing to Inform You That
Tone: Formal
Best Use: Business emails
Example:
I’m writing to inform you that the deadline has changed.
4. I’d Like to Update You On
Tone: Professional
Best Use: Progress reports
Example:
I’d like to update you on the current project status.
5. I Wanted to Notify You That
Tone: Neutral
Best Use: Important updates
Example:
I wanted to notify you that your appointment has been confirmed.
6. Please Be Advised That
Tone: Highly formal
Best Use: Legal or policy communications
Example:
Please be advised that office hours will change next month.
Formal Alternatives
7. Kindly Note That
Tone: Formal
Best Use: Announcements
Example:
Kindly note that payment is due by Friday.
8. This Is to Inform You That
Tone: Official
Best Use: HR or administration
Example:
This is to inform you that your leave has been approved.
9. We Wish to Inform You
Tone: Corporate
Best Use: Company announcements
Example:
We wish to inform you of upcoming maintenance.
10. Please Note That
Tone: Professional
Best Use: Everyday business emails
Example:
Please note that the meeting starts at 9 AM.
11. We Would Like to Notify You
Tone: Respectful
Best Use: Client communication
Example:
We would like to notify you that your subscription has renewed.
Friendly Alternatives
12. Just Wanted to Let You Know
Tone: Friendly
Best Use: Colleagues
Example:
Just wanted to let you know I’ve completed the report.
13. Thought You’d Like to Know
Tone: Warm
Best Use: Informal updates
Example:
Thought you’d like to know the client accepted our proposal.
14. I Wanted to Share
Tone: Friendly
Best Use: Team updates
Example:
I wanted to share some exciting news.
15. Just a Quick Update
Tone: Casual
Best Use: Internal communication
Example:
Just a quick update—the project is on schedule.
16. I Wanted to Keep You Updated
Tone: Friendly
Best Use: Ongoing projects
Example:
I wanted to keep you updated on the latest progress.
Email-Friendly Alternatives
17. I’m Reaching Out to Share
Tone: Professional
Best Use: External emails
Example:
I’m reaching out to share an important update.
18. I’m Contacting You Regarding
Tone: Neutral
Best Use: Customer support
Example:
I’m contacting you regarding your recent inquiry.
19. I Wanted to Make You Aware That
Tone: Professional
Best Use: Important notifications
Example:
I wanted to make you aware that the system will be unavailable tonight.
20. I’m Happy to Share
Tone: Positive
Best Use: Celebrations
Example:
I’m happy to share that we’ve completed the project.
21. I Wanted to Bring This to Your Attention
Tone: Respectful
Best Use: Problems or concerns
Example:
I wanted to bring this to your attention before tomorrow’s meeting.
Workplace Alternatives
22. Here’s an Update
Tone: Modern
Best Use: Team emails
Example:
Here’s an update on this week’s milestones.
23. I Wanted to Provide an Update
Tone: Professional
Best Use: Status reports
Example:
I wanted to provide an update regarding the client account.
24. I Wanted to Keep You Informed
Tone: Professional
Best Use: Ongoing communication
Example:
I wanted to keep you informed about recent developments.
25. I Wanted to Share an Update
Tone: Friendly
Best Use: Internal teams
Example:
I wanted to share an update on today’s progress.
26. I’m Following Up to Let You Know
Tone: Professional
Best Use: Follow-up emails
Example:
I’m following up to let you know we’ve received your documents.
27. I’d Like to Share Some News
Tone: Warm
Best Use: Positive announcements
Example:
I’d like to share some news regarding our upcoming launch.
Quick Comparison Table
| Alternative | Tone | Best Use |
|---|---|---|
| I’d like to inform you | Professional | Official emails |
| Please note that | Neutral | General communication |
| Kindly note that | Formal | Policies |
| Just wanted to let you know | Friendly | Colleagues |
| Here’s an update | Casual Professional | Team updates |
| I wanted to provide an update | Professional | Progress reports |
| I’m contacting you regarding | Neutral | Customer emails |
| I wanted to keep you informed | Professional | Ongoing projects |
| Please be advised that | Highly Formal | Legal notices |
| I’m pleased to inform you | Positive | Good news |
Email Examples
Client
I’d like to update you on the progress of your project. Everything remains on schedule.
Manager
I wanted to let you know that the report has been completed ahead of schedule.
Colleague
Just wanted to let you know I’ve uploaded the latest version.
Customer
We’re pleased to inform you that your order has been shipped.
Networking Contact
I’m reaching out to share an opportunity that may interest you.
Meeting Follow-up
I’m following up to let you know we’ve implemented the action items discussed today.
Common Mistakes
1. Overusing the Same Phrase
Repeating “I am writing to let you know” in every email makes your writing predictable.
Instead: Rotate among several professional alternatives.
2. Choosing the Wrong Tone
Avoid casual expressions when writing to executives or clients.
Example:
❌ Just wanted to tell you…
✔ I’d like to inform you…
3. Being Too Formal
Highly formal phrases may sound stiff in everyday workplace communication.
Instead of:
Please be advised…
Use:
Please note…
4. Writing Long Introductions
Avoid lengthy openings before reaching the main point.
Keep introductions concise and direct.
15 Related Phrases
| Phrase | Meaning | Example |
|---|---|---|
| I’d like to inform you | Official notification | I’d like to inform you your request was approved. |
| Please note | Draw attention | Please note the revised deadline. |
| Kindly note | Polite reminder | Kindly note our office hours. |
| I’d like to update you | Progress report | I’d like to update you on the project. |
| Here’s an update | Quick status | Here’s an update from today’s meeting. |
| I wanted to share | Share information | I wanted to share exciting news. |
| I’m pleased to inform you | Good news | I’m pleased to inform you you’ve been selected. |
| Please be aware | Warning | Please be aware of maintenance tonight. |
| I wanted to make you aware | Important notice | I wanted to make you aware of the policy change. |
| We wish to inform you | Corporate message | We wish to inform you of new pricing. |
| I’m contacting you regarding | Inquiry | I’m contacting you regarding your application. |
| This is to notify you | Formal notice | This is to notify you of the schedule. |
| We would like to advise | Professional guidance | We would like to advise you of upcoming changes. |
| I wanted to keep you informed | Ongoing updates | I wanted to keep you informed throughout the process. |
| I’m following up | Continued conversation | I’m following up regarding yesterday’s email. |
Phrase Comparison
| Phrase | Tone | Formality | Best Use |
|---|---|---|---|
| I am writing to let you know | Neutral | Medium | General emails |
| I’d like to inform you | Professional | High | Business |
| Please note | Neutral | Medium | Daily communication |
| Kindly note | Formal | High | Official notices |
| Just wanted to let you know | Friendly | Low | Internal teams |
| Here’s an update | Modern | Medium | Workplace |
| I wanted to provide an update | Professional | Medium | Progress reports |
| Please be advised | Very Formal | Very High | Legal or policy |
Cultural Usage
US English
American business communication tends to favor concise and direct openings such as “I’d like to update you” or “Please note.”
UK English
British professionals often use slightly more formal expressions like “Kindly note” or “I would like to inform you.”
Corporate Communication
Formal announcements often begin with phrases like “We wish to inform you” or “Please be advised that.”
Customer Service
Customer-facing emails should balance professionalism with warmth. Options such as “We’re pleased to inform you” or “I’m contacting you regarding” work well.
Networking
Networking emails benefit from conversational language, such as “I’m reaching out to share” or “Thought you’d like to know.”
Frequently Asked Questions
1. What is a professional way to say “I am writing to let you know”?
Use phrases like “I’d like to inform you,” “I’d like to update you,” or “Please note.”
2. Is “I am writing to let you know” too formal?
No. It is polite and professional, but it can feel repetitive if used in every email.
3. What is the best alternative for business emails?
“I’d like to inform you,” “Please note,” and “I wanted to provide an update” are excellent choices.
4. What is a formal alternative?
“Please be advised that” or “This is to inform you that.”
5. Which option sounds friendlier?
“Just wanted to let you know” or “I wanted to share.”
6. What should I use with clients?
Use “I’d like to update you,” “We’re pleased to inform you,” or “I’m contacting you regarding.”
7. Is “Please note” polite?
Yes. It is one of the most common and professional business email phrases.
8. Can I use these phrases in customer service emails?
Absolutely. Choose clear, respectful alternatives that match your company’s tone.
9. How can I make email openings sound more natural?
Be direct, keep introductions short, and choose an alternative that fits your relationship with the recipient.
10. Why should I vary this phrase?
Using different expressions improves readability, prevents repetition, and demonstrates strong professional communication skills.
Conclusion
Using thoughtful alternatives to “I am writing to let you know” can instantly improve your emails by making them clearer, more engaging, and better suited to your audience. While the original phrase remains polite and professional, varying your language helps you communicate with greater confidence and avoids sounding repetitive. For formal situations, options like “I’d like to inform you” and “Please be advised that” work well. For everyday workplace communication, “Please note” and “I’d like to update you” are excellent choices. If you’re writing to colleagues or networking contacts, friendlier expressions such as “Just wanted to let you know” or “Here’s an update” create a warmer, more conversational tone while maintaining professionalism. Choosing the right phrase for the right context strengthens your business communication and leaves a positive impression.
