10 Professional Synonyms for “Just a Heads Up” in an Email

In the world of emails, especially at work, it’s important to know how to give someone a heads-up without sounding too casual.

This article lists 10 professional alternatives to the common phrase “just a heads up.” Each alternative is explained with when and why it might be a better choice, complete with examples. Whether you’re informing, advising, or just giving a friendly reminder, there’s an option here to match the tone you need.

Is It Professional to Say “Just a Heads Up”?

The phrase “just a heads up” is often considered informal but can be seen as polite and professional depending on the context. It’s a way of giving someone advanced warning or a notice about something that is going to happen or needs their attention. While it’s common in more relaxed business communications, whether or not it’s appropriate depends on the relationship between the people communicating and the culture of their workplace.

In situations where you have a casual or semi-formal relationship with the recipient, using “just a heads up” can be a friendly way to convey information without being overly formal. It works well in emails about upcoming meetings, changes to projects, or reminders about deadlines. However, for very formal interactions or when communicating with someone you don’t know well, choosing a more formal phrase might be better.

Here is an example of how to use “just a heads up” in an email:

Hi Alex,

I hope this message finds you well. Just a heads up, the meeting tomorrow has been moved to 3 PM. Let me know if this new time works for you.

Best regards,

Let’s look at the pros and cons of using this phrase:


  • Creates a friendly tone.
  • Quickly gets the reader’s attention.
  • Signals that the information following is important.


  • May be seen as too casual for very formal exchanges.
  • Could be misunderstood by non-native English speakers.
  • Not always appropriate in strictly professional settings.

Sometimes, you might want to use an alternative phrase to “just a heads up.” Looking for synonyms can help tailor your message’s tone to fit the formality of your relationship with the recipient or the company culture. Choosing an alternative might be particularly important in highly professional settings or when communicating with someone at a much higher position. This doesn’t mean “just a heads up” is always the wrong choice, but having alternatives at your disposal can help you communicate more effectively and appropriately in various contexts.

10 Other Ways to Say “Just a Heads Up” in an Email

When you want to give someone a warning or information in an email, there are several synonyms you can use instead of saying “just a heads up.”

  1. For Your Information (FYI)
  2. Please Be Advised
  3. Kindly Note
  4. Please Be Informed
  5. For Your Attention
  6. To Keep You Informed
  7. Just to let you know
  8. Just so you’re aware
  9. You should know
  10. Just as a quick note

1. For Your Information (FYI)

This alternative is often considered informal but can be polite and used in both casual and semi-professional email communications. It suggests that the information provided is for the recipient’s benefit but does not require immediate action. This makes it a lighter way to deliver information.

We recommend using “For Your Information (FYI)” when providing additional insights or data that complement the main message but are not critical to the action you are requesting.

Here’s an example:

Hello Lisa,

For your information, the documents from last week's meeting are now available in the shared folder.


2. Please Be Advised

This phrase is more formal and is often used in professional settings. It’s a polite way of indicating that the following information is important and requires the recipient’s attention. It carries a sense of urgency without being too direct.

Use “Please Be Advised” when you need to convey instructions or important updates that might affect the recipient’s work or decisions.

Here’s an example:

Dear Team,

Please be advised that the office will be closed next Friday for maintenance.

Warm regards,

3. Kindly Note

This synonym is polite and has a gentle tone, making it suitable for both formal and informal emails. It softly directs the reader’s attention to the key points or changes being highlighted.

This alternative is better suited when you wish to make the recipient aware of something without implying any urgency or command.

Here’s an example:

Hi Tom,

Kindly note that the deadline for the project submission has been moved up to the 15th.


4. Please Be Informed

“Please Be Informed” is a formal way of preparing the recipient to receive important information. This phrase is commonly used in business emails where the sender is providing official updates or notices.

This alternative works best in situations where the information is critical and impacts the recipient’s actions or responsibilities.

Here’s an example:

Hello All,

Please be informed that the yearly budget review meeting has been rescheduled to March 10.


5. For Your Attention

This phrase is formal and directs the recipient’s focus to the matter being discussed. It is usually used when the information is urgent or of significant importance.

“For Your Attention” is most suited for conveying messages that need immediate action or awareness due to their significance.

Here’s an example:

Dear Ms. Park,

For your attention, please review the attached report on customer feedback before tomorrow's briefing.


6. To Keep You Informed

This phrase is slightly informal and suggests a friendly heads-up without being too direct. It’s a considerate way to share updates or progress on a matter without implying any requirement for action.

Opt for “To Keep You Informed” when you want to maintain open communication lines and keep your colleagues or clients in the loop on ongoing projects or situations.

Here’s an example:

Hey Jenna,

To keep you informed, the client has approved the initial designs, and we're moving on to the next phase.

All the best,

7. Just to let you know

This alternative is very informal and friendly, perfect for messages to colleagues you know well. It’s like you’re sharing a piece of news or information in passing.

“Just to let you know” suits messages that are not urgent but might be useful or interesting to the recipient.

Here’s an example:

Hi Derek,

Just to let you know, I've updated the presentation with the new data you asked for.

Take care,

8. Just so you’re aware

This phrase also leans on the informal side but strikes a balance by being slightly more direct than “Just to let you know.” It’s friendly yet conveys that the information following is something the recipient should note.

Use this alternative when you need to highlight something that might not require immediate action but is important for the recipient to remember or consider.

Here’s an example:

Hello Carl,

Just so you're aware, the department heads will be visiting our office next week.

Best wishes,

9. You should know

This phrase is somewhat informal but can be impactful, especially when addressing something personal or directly involving the recipient. It signals that what follows is significant and possibly requires attention or action.

“You should know” is particularly effective in emails where the information has a direct impact on the recipient and they may need to take specific actions based on it.

Here’s an example:

Hi Simon,

You should know that your request for leave has been approved.


10. Just as a quick note

Lastly, this phrase is informal and conveys a casual heads-up. It’s used like you’re passing along a quick piece of news or reminder.

This synonym is perfect when the information is not vital but could be useful for the recipient to know in passing.

Here’s an example:

Hello Vanessa,

Just as a quick note, there's cake in the break room for Mark's birthday.


Final Thoughts

Choosing the right way to give someone a heads-up in an email is key to good communication. Each of the 10 alternatives provided offers a different tone, from formal to informal, giving you the flexibility to match your message’s importance and the relationship with the recipient.

Remember, the goal is to be clear and respectful, keeping the reader informed without causing confusion. Whether you’re sharing urgent news or a quick update, selecting the appropriate phrase will make your emails more effective and professional. Next time you’re drafting an email, consider these alternatives to ensure your message is received as intended.

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