In professional communication, the phrase “this is to inform you” is often used to share important information, updates, announcements, or decisions. However, many people search for professional ways to say this is to inform you because the phrase can sound too formal, outdated, or impersonal in modern workplace communication.
Whether you are writing an email to a client, manager, colleague, customer, or business partner, choosing the right words helps create a clearer and more respectful message. A good alternative can make your communication sound more natural while still maintaining professionalism.
The best replacement depends on your purpose and relationship with the reader. Some situations require a formal announcement tone, while others need a friendly and conversational approach. For example, a legal notice may require a more official phrase, while a team update may sound better with a simple opening like “I wanted to let you know.”
In this guide, you will discover professional, formal, friendly, and email-ready alternatives to “this is to inform you”, along with examples, usage tips, and workplace communication strategies.
What Does “This Is to Inform You” Mean?
Literal Meaning
The phrase “this is to inform you” means “I am writing to give you information about something important.”
It is commonly used before sharing:
- An announcement
- A decision
- A policy change
- A schedule update
- A request
- A notice
- A business-related development
For example:
“This is to inform you that your appointment has been rescheduled.”
The sentence simply tells the reader that new information is being provided.
Tone of the Phrase
The phrase has a formal and official tone. It is often associated with:
- Government notices
- Corporate announcements
- Legal communication
- Administrative messages
- Formal letters
While it is grammatically correct, some professionals consider it slightly stiff because it focuses on the act of informing rather than building a connection with the reader.
Compare:
Traditional:
“This is to inform you that the meeting has been moved to Friday.”
Modern professional:
“I wanted to let you know that the meeting has been moved to Friday.”
Both sentences share the same information, but the second sounds more personal and approachable.
Purpose of Using the Phrase
The main purpose of “this is to inform you” is to:
- Deliver important information clearly
- Create an official record
- Notify someone about a change
- Communicate decisions professionally
It is useful when accuracy and clarity matter.
Examples:
Workplace Notice
“This is to inform you that the company will update its security policy next month.”
Client Communication
“This is to inform you that your account review has been completed.”
Formal Announcement
“This is to inform you that the office will remain closed on Monday.”
Emotional Context
Although the phrase is professional, it can sometimes feel distant because it does not show warmth or personal attention.
For example:
“This is to inform you that your request was approved.”
This is clear but neutral.
A warmer alternative:
“I’m pleased to let you know that your request has been approved.”
The second version creates a more positive emotional connection.
Professional Usage of “This Is to Inform You”
Understanding when to use a phrase is just as important as knowing its alternatives. The right wording depends on the communication setting.
Using “This Is to Inform You” in Emails
In business emails, this phrase is usually used for official announcements or important updates.
It works well when:
- You need a formal tone
- You are notifying many people
- The message relates to company procedures
- The information needs to sound official
Example:
“This is to inform you that the updated employee handbook is now available.”
However, for everyday workplace emails, many professionals prefer more natural business email phrases.
Better alternatives include:
- “I wanted to let you know…”
- “Please be advised that…”
- “I am writing to inform you…”
- “I would like to update you on…”
Example:
“I wanted to let you know that the project deadline has been extended.”
This sounds professional while remaining friendly.
Using It in Workplace Communication
In workplace communication, the phrase can help deliver important updates between employees, managers, and departments.
Common situations include:
- Policy updates
- Schedule changes
- Project announcements
- Performance decisions
- Internal notices
Example:
“This is to inform you that the training session will take place next Thursday.”
A more modern workplace version:
“I’d like to update you that the training session will take place next Thursday.”
The second option encourages better professional communication because it feels more direct and human.
Using It With Clients
Client communication requires professionalism, clarity, and trust. While “this is to inform you” is acceptable, it may sound overly formal when building relationships.
For client emails, consider alternatives that show attention and service.
Example:
Less personal:
“This is to inform you that your order has been shipped.”
More customer-focused:
“I’m happy to let you know that your order has been shipped.”
The second message creates a better customer experience.
Using It in Networking Communication
Networking messages usually require a balance between professionalism and friendliness.
A phrase like “this is to inform you” may create unnecessary distance.
Instead, professionals often use:
- “I wanted to share…”
- “I’m reaching out to let you know…”
- “I thought you might appreciate this update…”
Example:
“I wanted to share an update about our upcoming industry event.”
This sounds more natural for professional relationships.
Using It in Customer Service
Customer service communication should be clear, polite, and helpful.
Although “this is to inform you” is acceptable for official notices, customer-facing messages often benefit from empathy.
Example:
Formal:
“This is to inform you that your refund has been processed.”
Better:
“We’re happy to confirm that your refund has been processed.”
The improved version sounds more supportive and customer-friendly.
Professional Ways to Say “This Is to Inform You”
There are many alternatives to this phrase depending on your desired tone. Below are professional, formal, friendly, email, and workplace options.
1. I Would Like to Inform You That
Tone: Professional and respectful
Best use case: Formal emails, announcements, business communication
This is one of the closest alternatives because it keeps the original meaning while sounding more personal.
Example:
I would like to inform you that your application has been successfully reviewed.
2. I Am Writing to Inform You That
Tone: Formal and traditional
Best use case: Official letters, corporate emails, notifications
This phrase works well when the purpose of your message is to provide important information.
Example:
I am writing to inform you that the scheduled maintenance will begin tomorrow.
3. I Wanted to Let You Know That
Tone: Professional and friendly
Best use case: Everyday workplace emails and team communication
This is one of the most natural replacements for modern professional communication.
Example:
I wanted to let you know that the meeting time has changed.
4. Please Be Advised That
Tone: Formal and authoritative
Best use case: Policies, rules, official notices
Use this when the reader needs to pay close attention to important information.
Example:
Please be advised that the office will be closed during the holiday period.
5. I Am Reaching Out to Let You Know
Tone: Friendly and professional
Best use case: Clients, networking, customer communication
This phrase creates a more personal connection.
Example:
I am reaching out to let you know about our latest service update.
6. I Would Like to Update You On
Tone: Professional and collaborative
Best use case: Projects, managers, colleagues
This works especially well when sharing progress or changes.
Example:
I would like to update you on the current status of the project.
7. I Am Pleased to Inform You That
Tone: Positive and formal
Best use case: Good news, approvals, achievements
This phrase adds a positive emotional element.
Example:
I am pleased to inform you that your proposal has been approved.
8. I Am Happy to Share That
Tone: Friendly and positive
Best use case: Announcements, team updates, customer messages
It works well when sharing exciting news.
Example:
I am happy to share that we have completed the project ahead of schedule.
More Alternatives to “This Is to Inform You”
9. Kindly Note That
Tone: Polite and professional
Best use case: Business emails, reminders, official communication
This phrase politely directs attention to important information without sounding too strict.
Example:
Kindly note that the submission deadline has been extended until Friday.
10. Please Note That
Tone: Neutral and professional
Best use case: Workplace updates, instructions, announcements
This is a simple and widely accepted phrase in professional communication.
Example:
Please note that the office schedule will change starting next week.
11. I Am Sharing This Update Regarding
Tone: Professional and informative
Best use case: Team communication, project updates
This phrase works well when providing progress reports or changes.
Example:
I am sharing this update regarding the upcoming product launch.
12. I Would Like to Bring to Your Attention
Tone: Formal and respectful
Best use case: Important issues, concerns, or notices
Use this when you want someone to focus on specific information.
Example:
I would like to bring to your attention the changes made to the agreement.
13. I Am Writing to Share an Update About
Tone: Professional and approachable
Best use case: Emails, business communication
This phrase sounds modern while maintaining professionalism.
Example:
I am writing to share an update about your service request.
14. I Would Like to Notify You That
Tone: Formal and official
Best use case: Notifications, administrative messages
This is a direct synonym for “this is to inform you.”
Example:
I would like to notify you that your account information has been updated.
15. This Message Is Regarding
Tone: Professional and direct
Best use case: Short business emails
This phrase introduces the topic quickly.
Example:
This message is regarding your recent inquiry about our services.
16. I Am Contacting You to Inform You About
Tone: Formal and clear
Best use case: Client communication, official requests
This explains the reason for reaching out.
Example:
I am contacting you to inform you about the changes to your subscription.
17. I Would Like to Make You Aware That
Tone: Professional and considerate
Best use case: Updates, warnings, important information
This phrase sounds helpful rather than demanding.
Example:
I would like to make you aware that the delivery timeline has changed.
18. I Am Sharing Important Information About
Tone: Professional and informative
Best use case: Announcements and internal communication
This works well when the information is valuable to the reader.
Example:
I am sharing important information about the upcoming training session.
19. I’d Like to Highlight That
Tone: Professional and focused
Best use case: Reports, presentations, business discussions
Use this when emphasizing an important point.
Example:
I’d like to highlight that customer satisfaction has improved significantly.
20. I Am Providing an Update On
Tone: Professional and practical
Best use case: Projects, work reports, management communication
This phrase is common in workplace communication.
Example:
I am providing an update on the progress of the marketing campaign.
Formal Alternatives to “This Is to Inform You”
Formal situations often require respectful and official wording. These alternatives work well for legal, corporate, academic, and administrative messages.
21. We Would Like to Inform You That
Tone: Formal and organizational
Best use case: Company announcements
Example:
We would like to inform you that the new policy will take effect next month.
22. You Are Hereby Informed That
Tone: Very formal
Best use case: Legal or official notices
This phrase sounds authoritative and should be used carefully.
Example:
You are hereby informed that the agreement has been updated.
23. We Wish to Notify You That
Tone: Formal and polite
Best use case: Official communication
Example:
We wish to notify you that your request has been approved.
24. This Letter Serves as Notification That
Tone: Highly formal
Best use case: Written notices and official documents
Example:
This letter serves as notification that your membership has been renewed.
25. Kindly Be Informed That
Tone: Formal and courteous
Best use case: Business notices
Example:
Kindly be informed that the payment deadline has been moved.
Friendly Alternatives to “This Is to Inform You”
For colleagues, teams, and professional relationships, friendly alternatives create a warmer tone.
26. I Just Wanted to Let You Know
Tone: Friendly and casual-professional
Best use case: Internal emails and team messages
Example:
I just wanted to let you know that the report has been completed.
27. I Thought I’d Share an Update
Tone: Friendly and collaborative
Best use case: Networking and team communication
Example:
I thought I’d share an update about our latest progress.
28. I Wanted to Share Some Good News
Tone: Positive and warm
Best use case: Announcements and achievements
Example:
I wanted to share some good news regarding the project results.
29. I’m Glad to Let You Know
Tone: Friendly and positive
Best use case: Customer communication and approvals
Example:
I’m glad to let you know that your request has been accepted.
30. I’m Reaching Out With an Update
Tone: Professional and approachable
Best use case: Clients and networking
Example:
I’m reaching out with an update regarding your account review.
Quick Comparison Table
| Alternative | Tone | Best Use |
|---|---|---|
| I would like to inform you that | Professional | Formal business emails |
| I am writing to inform you that | Formal | Official communication |
| I wanted to let you know that | Friendly professional | Daily workplace emails |
| Please be advised that | Formal | Notices and policies |
| I am reaching out to let you know | Friendly | Clients and networking |
| I would like to update you on | Professional | Project updates |
| I am pleased to inform you that | Positive formal | Good news |
| Kindly note that | Polite | Reminders |
| Please note that | Neutral | General announcements |
| I would like to notify you that | Formal | Notifications |
| I am contacting you to inform you | Professional | Client messages |
| I would like to make you aware that | Considerate | Important updates |
| We would like to inform you that | Corporate | Company announcements |
| Kindly be informed that | Formal | Official notices |
| I’m reaching out with an update | Friendly | Relationship-based communication |
Email Examples Using Alternatives
1. Client Email
Situation: Updating a client about project progress.
Subject: Project Update
Dear Sarah,
I wanted to let you know that we have completed the first phase of your project successfully. Our team is now moving forward with the next steps.
Please feel free to reach out if you have any questions.
Best regards,
James
2. Email to a Manager
Situation: Sharing an important workplace update.
Subject: Department Update
Dear Michael,
I would like to update you on the current status of the marketing campaign. The team has completed the initial research phase and is preparing the final report.
Thank you for your continued support.
Best regards,
Emily
3. Email to a Colleague
Situation: Sharing a simple update.
Hi David,
I just wanted to let you know that the presentation has been finalized. I have also added the latest figures to the document.
Let me know if you need anything else.
Thanks,
Alex
4. Customer Service Email
Situation: Informing a customer about a resolution.
Dear Customer,
We are pleased to inform you that your refund request has been processed successfully. The amount will appear in your account within the next few business days.
Thank you for your patience.
Customer Support Team
5. Networking Email
Situation: Sharing professional information.
Hello Rachel,
I’m reaching out with an update about our upcoming industry event. We would be delighted to have you join us as a guest speaker.
I look forward to hearing your thoughts.
Kind regards,
Daniel
6. Meeting Follow-Up Email
Situation: Summarizing decisions after a meeting.
Hi Team,
I wanted to share an update following today’s meeting. We have agreed on the next steps and assigned responsibilities for each task.
Thank you everyone for your contributions.
Common Mistakes When Using “This Is to Inform You”
1. Overusing the Phrase
Using “this is to inform you” in every email can make communication sound robotic.
Instead of:
This is to inform you that the report is ready. This is to inform you that the meeting changed.
Use:
I wanted to let you know that the report is ready.
I’d also like to share that the meeting time has changed.
2. Choosing the Wrong Tone
A formal phrase may feel cold in a friendly workplace.
For example:
Too formal:
You are hereby informed that lunch arrangements have changed.
Better:
I wanted to let everyone know that lunch arrangements have changed.
3. Being Too Casual in Formal Situations
Avoid overly relaxed phrases for official communication.
Too casual:
Just letting you know your contract changed.
Better:
I would like to inform you that your contract terms have been updated.
4. Ignoring Email Etiquette
Professional communication should include:
- A clear subject line
- A polite greeting
- The purpose of the message
- Necessary details
- A respectful closing
Good email etiquette improves trust and professionalism.
Related Phrases and Their Meanings
| Phrase | Meaning | Example |
|---|---|---|
| I wanted to let you know | Share information politely | I wanted to let you know about the update. |
| Please be advised | Give important notice | Please be advised of the policy change. |
| I am pleased to announce | Share positive news | I am pleased to announce our success. |
| I would like to clarify | Explain something | I would like to clarify the process. |
| I am following up regarding | Continue previous communication | I am following up regarding your request. |
| I am reaching out about | Contact someone for a reason | I am reaching out about your application. |
| I would like to share | Provide information | I would like to share an update. |
| Please be aware | Draw attention to something | Please be aware of the deadline. |
| I am writing regarding | Introduce a topic | I am writing regarding your inquiry. |
| I would like to confirm | Verify information | I would like to confirm the appointment. |
| I am excited to announce | Share positive news | I am excited to announce our partnership. |
| I wanted to update you | Provide new information | I wanted to update you on progress. |
| For your information | Provide awareness | For your information, the schedule has changed. |
| As discussed | Refer to previous conversation | As discussed, we will proceed tomorrow. |
| Please take note | Request attention | Please take note of the changes. |
Phrase Comparison: “This Is to Inform You” vs Alternatives
Choosing the right phrase depends on your audience, purpose, and desired tone. While “this is to inform you” is correct, many modern professionals prefer alternatives that sound more natural and relationship-focused.
| Phrase | Tone | Formality | Best Use |
|---|---|---|---|
| This is to inform you | Formal, official | High | Notices, announcements, formal letters |
| I would like to inform you that | Professional and respectful | High | Business emails and official communication |
| I am writing to inform you that | Formal and traditional | High | Corporate messages and notifications |
| I wanted to let you know that | Friendly professional | Medium | Workplace communication |
| I would like to update you on | Professional and collaborative | Medium | Projects and progress reports |
| Please be advised that | Formal and direct | High | Policies and important notices |
| I am reaching out to let you know | Friendly and personal | Medium | Clients and networking |
| I am pleased to inform you that | Positive and formal | High | Good news and approvals |
| Kindly note that | Polite and concise | Medium | Reminders and instructions |
| We would like to inform you that | Corporate and official | High | Company announcements |
Which Phrase Sounds More Professional?
The most professional option depends on the situation.
For Formal Business Communication:
Best choices:
- I would like to inform you that
- I am writing to inform you that
- Please be advised that
Example:
I am writing to inform you that the terms of the agreement have been updated.
For Workplace Communication:
Best choices:
- I wanted to let you know that
- I would like to update you on
- I am sharing this update regarding
Example:
I wanted to let you know that the team has completed the project successfully.
For Clients:
Best choices:
- I am pleased to inform you that
- I’m reaching out with an update
- We are happy to confirm that
Example:
We are happy to confirm that your request has been approved.
For Casual Professional Messages:
Best choices:
- I just wanted to let you know
- I thought I’d share an update
- I wanted to share some information
Example:
I just wanted to let you know that the meeting details have been updated.
Cultural Usage of “This Is to Inform You”
Professional communication styles differ across countries and industries. Understanding cultural expectations helps you choose the right business email phrases.
US English Usage
In the United States, workplace communication often values:
- Directness
- Friendly professionalism
- Clear messaging
- Personal connection
The phrase “this is to inform you” may sound slightly formal or old-fashioned in everyday American business emails.
Common US alternatives:
- I wanted to let you know
- I’m reaching out to share
- I’d like to update you
- I’m happy to inform you
Example:
I wanted to let you know that your request has been approved.
This sounds professional while maintaining a friendly tone.
UK English Usage
British business communication often uses polite and slightly more formal language.
“This is to inform you” is acceptable, especially in official situations.
Common UK alternatives:
- Please be advised that
- I would like to inform you that
- Kindly note that
- I am writing to confirm that
Example:
Kindly note that the office will close at 4 p.m. on Friday.
This matches traditional UK professional etiquette.
Corporate Communication Usage
Large organizations often require clear and consistent language.
Formal phrases work well for:
- Policy announcements
- HR updates
- Legal notices
- Compliance messages
- Internal memos
Examples:
Please be advised that the company policy has been revised.
We would like to inform you that the updated guidelines are now available.
However, many modern companies prefer simpler workplace communication.
Instead of:
This is to inform you that your training has been scheduled.
Use:
Your training has been scheduled for next Monday.
Clear writing is often more effective than overly formal wording.
Customer Service Usage
Customer service communication should balance professionalism with empathy.
Avoid sounding distant:
This is to inform you that your complaint has been resolved.
Better:
We’re happy to let you know that your complaint has been resolved.
Customer-focused phrases create trust and improve the overall experience.
Networking Usage
Networking communication works best when it feels personal.
Avoid:
This is to inform you about our upcoming event.
Better:
I wanted to share details about our upcoming event.
Networking is built on relationships, so friendly professional language usually works better.
Frequently Asked Questions (FAQs)
1. What is a professional way to say “this is to inform you”?
A professional alternative depends on the situation. Common options include:
- I would like to inform you that
- I am writing to inform you that
- I wanted to let you know that
- I would like to update you on
For most workplace emails, “I wanted to let you know” sounds professional and natural.
2. Is “this is to inform you” formal?
Yes. “This is to inform you” is a formal phrase often used in official notices, business letters, and administrative communication.
However, it may sound less personal in modern emails. Many professionals prefer warmer alternatives.
Example:
Formal:
This is to inform you that your application was accepted.
Modern:
I’m pleased to let you know that your application was accepted.
3. What is the best email alternative for “this is to inform you”?
The best email alternative is usually:
“I wanted to let you know that…”
It works well because it is:
- Professional
- Polite
- Clear
- Friendly
Example:
I wanted to let you know that your meeting has been rescheduled.
4. Can I use “this is to inform you” in a business email?
Yes, you can use it in business emails, especially when sending formal announcements or official notifications.
Example:
This is to inform you that the company will update its privacy policy.
For everyday workplace emails, a more conversational phrase may create better engagement.
5. What is a polite synonym for “this is to inform you”?
Polite alternatives include:
- I would like to inform you that
- I wanted to let you know that
- Kindly note that
- Please be advised that
- I am pleased to inform you that
The best choice depends on whether you want a formal, friendly, or neutral tone.
6. How do you inform someone professionally?
To inform someone professionally:
- Start with a clear opening.
- Explain the reason for your message.
- Provide necessary details.
- End with a polite closing.
Example:
I wanted to let you know that the project deadline has been extended until Friday. Please let me know if you have any questions.
7. What is another way to say “I am writing to inform you”?
Other options include:
- I would like to update you on
- I am reaching out to let you know
- I would like to share
- I am contacting you regarding
- I wanted to provide an update about
8. Is “please be advised” better than “this is to inform you”?
Both are professional, but they serve different purposes.
Please be advised sounds more like a warning or important notice.
This is to inform you simply introduces information.
Example:
Warning:
Please be advised that the deadline cannot be extended.
Information:
This is to inform you that the meeting has been moved.
9. What is the most friendly alternative to “this is to inform you”?
The friendliest professional alternatives are:
- I wanted to let you know
- I’m happy to share
- I’m pleased to let you know
- I thought I’d share an update
Example:
I’m happy to share that your proposal has been approved.
10. Should I avoid using “this is to inform you”?
You do not need to completely avoid it. It is still correct and useful in formal situations.
However, for modern professional communication, consider your audience. A simpler phrase often sounds clearer and more approachable.
Final Summary
The phrase “this is to inform you” is a formal and correct expression used to share important information. However, many professionals now prefer alternatives that sound more natural, personal, and engaging.
For formal communication, use:
- I would like to inform you that
- I am writing to inform you that
- Please be advised that
For professional workplace emails, use:
- I wanted to let you know that
- I would like to update you on
- I am sharing this update regarding
For friendly professional messages, use:
- I’m happy to share
- I just wanted to let you know
- I’m reaching out with an update
The best business communication combines clarity, professionalism, and the right tone for the relationship. Choosing the right alternative helps your emails sound more confident, respectful, and human.
