12 Formal Synonyms for “This Is to Inform You” in an Email (With Examples)

“This is to inform you” is a common phrase used to notify the recipient about important details in an email, but sometimes you might want to use something different.

In this article, we’ve listed 12 formal and polite alternatives to help diversify your email language and better match the tone to your message’s purpose and audience. Each alternative comes with examples and suggestions on when to use them, making it easier to pick the perfect phrase for your next email.

Is It Formal to Say “This Is to Inform You”?

The phrase “this is to inform you” is considered professional, formal, and polite. It is commonly used in business and professional communication to introduce information or notify the recipient about important details. This phrase is suitable for various situations, especially when clarity and formality are required.

It works well in emails, letters, and memos addressed to colleagues, clients, or any professional contacts. The context of using this phrase covers official notifications, updates, reminders, or any critical information that needs to be formally communicated.

Here’s an example of its use in an email:

Dear Mr. Thompson,

This is to inform you that the monthly financial reports for April have been completed and are ready for your review. Please find them attached to this email.

Should you need further explanation or additional documents, feel free to contact me.

Best regards,

Emily Stanton
Finance Department

Now, let’s explore the strengths and weaknesses of using this phrase:

Pros:

• Establishes a formal and professional tone.
• Clearly communicates the purpose of the message.
• Polite way to introduce information.

Cons:

• May be considered overformal in casual or internal communications.
• Can be seen as redundant or unnecessary in short messages.
• Lacks personal touch which may be needed in certain correspondences.

While “this is to inform you” is a highly formal and professional way to start an email or letter, some might look for synonyms or alternatives to diversify their language or match the tone more closely with the recipient’s relationship or the company culture.

12 Other Ways to Say “This Is to Inform You” in an Email

Choosing the right way to communicate information in an email can set the tone for the whole message. Here are twelve formal and polite alternatives to “this is to inform you.”

1. I am writing to inform you

This phrase is a formal and polite synonym of “this is to inform you.” It’s often used at the beginning of professional emails to clearly state the purpose of the message. This alternative, slightly less formal, still maintains a professional demeanor while giving the email a personal touch by including the sender in the action.

It’s particularly suitable for professional settings where you need to inform someone about a decision, update, or important information. This can include notices to clients, updates to employees, or any scenarios where clarity is key. Most suited for emails, this phrase works best with recipients who expect a certain level of formality in communication.

Here is a sample email using this alternative:

Dear Team,

I am writing to inform you about the upcoming changes to our office hours starting next month.

Best regards,

Michael Roberts
Office Manager

2. For your information

“For your information” is another formal phrase but can also be perceived as slightly less personal. It serves as a polite way to offer information that might not require immediate action but is still important. This alternative is often used in messages where the focus is on making the recipient aware of certain details.

This alternative is perfect for emails that serve as notifications or updates that do not require the recipient’s direct response. It’s suitable for forwarding documents or providing updates to colleagues and clients alike. Given its nature, it can also be used in memos or briefs.

Example:

Hello Janet,

For your information, I've attached the latest project timeline.

Cheers,

Simon Fischer
Project Coordinator

3. Please be advised

“Please be advised” is a more formal term often used in legal, financial, or official communications. It suggests that the information following this phrase is of significant importance and may require the recipient’s attention or action. This alternative is polite but authoritative.

It is best suited for messages where compliance, regulations, or deadlines are involved. The recipients are usually clients, stakeholders, or employees in scenarios that require their acknowledgment of the information. This phrase is particularly effective in emails, official notices, and legal documents.

Here’s how you might see it used:

Dear Residents,

Please be advised that the water supply will be temporarily shut off tomorrow from 10 am to 3 pm for maintenance work.

Sincerely,

City Utilities Department

4. I am writing to let you know

This alternative is formal yet has a more personal feel compared to the original phrase. It softens the announcement or information being shared, making it seem less stern and more conversational. This phrase is useful in building rapport with your recipient while still maintaining professionalism.

This phrase is useful in a variety of professional settings, from notifying colleagues of a meeting change to informing clients about a product update. It is versatile enough to be used in emails, memos, and internal communications where a friendly yet professional tone is appreciated.

Here is an example of its usage:

Dear Imani,

I am writing to let you know that we have scheduled a review meeting for next Friday.

Best,

Laura Griffin
Team Leader

5. This email is to notify you

This phrase is formal and emphasizes the act of notification itself, making it suitable for all kinds of professional announcements. It strikes a balance between informative and straightforward without being overly personal.

It’s particularly useful for sending out official notifications, such as policy updates, system outages, or important reminders. This phrase is most appropriate for email communications directed at clients, employees, or partners where clarity and directness are paramount.

Check out this sample message:

Dear Contributors,

This email is to notify you of the deadline for submitting your reports.

Kind regards,

Henry Tate
Editor

6. We would like to inform you

This alternative introduces a more polite and formal tone by including “we,” making it sound like a collective announcement from an organization or team. It’s gentle yet authoritative, suitable for communications where you want to soften the message without losing its professional quality.

Great for announcements from a company or department, policy changes, or any message where the information comes from a collective rather than an individual. Also ideal for emails, newsletters, or announcements where a unified voice is important.

Here’s how it might be used in an email:

Dear Members,

We would like to inform you about our new membership policy update.

Sincerely,

The Membership Team

7. I am writing to notify you

This phrase is similar to “I am writing to inform you,” but the use of “notify” adds a formal touch. It’s direct and clear, making it ideal for professional contexts where you need to alert someone about a new development or an important piece of information. This alternative is polite and is often used when the news may have a significant impact on the recipient.

It works well in contexts like notifying a client about a delivery delay or an employee about a change in their job role. Suitable for emails and official letters, this phrase performs best when addressing recipients who value straightforward communication, such as clients and professional partners.

See this sample email for an example:

Dear Colin,

I am writing to notify you that the project timeline has been extended by one week.

Regards,

Samantha Lee
Project Manager

8. Please be aware

“Please be aware” introduces a note of caution, making it a formal yet caring way to present information that might affect the recipient. This phrase is particularly useful in emails where the sender is advising or forewarning the receiver about something important.

This alternative shines in situations where you need to convey updates that might have unforeseen consequences or require preparations, like system maintenance or policy changes. Ideal for emails to colleagues, clients, or any professional channel where the information might impact the recipient’s plans or actions.

Example:

Dear All,

Please be aware that the office will be closed next Monday for maintenance.

Thank you,

Janet Murry
Office Administrator

9. You are hereby informed

This phrase is very formal and carries a strong sense of authority. It’s often used in legal, academic, or official documents where it’s critical to ensure the recipient understands the importance of the message. This alternative commands attention and underscores the seriousness of the information being conveyed.

Best suited for contexts requiring formal notification, like legal notices, university announcements, or significant policy changes. This phrase fits seamlessly into written documents aimed at recipients who expect formal communication, such as legal professionals or academic staff.

Example:

Dear Student Body,

You are hereby informed of the changes to the examination schedule.

Warm regards,

Dr. Helen Price
Dean of Students

10. It is my duty to inform you

“It is my duty to inform you” is a formal and somewhat solemn way of delivering messages, suggesting that the sender is obligated to provide this information. It’s used when the information is of significant importance or when the sender holds a position of responsibility towards the recipient.

This alternative is typically used in situations where the sender is obliged by their role to communicate critical updates or decisions, like job changes, policy implementations, or important reminders. It is particularly appropriate for email and letter communications directed towards individuals who are directly impacted by this duty-bound information, such as team members or clients.

Consider this example:

Dear Faculty,

It is my duty to inform you about the upcoming department restructuring.

Best,

Eleanor Gomez
Head of Department

11. Just to let you know

“Just to let you know” is a more informal and friendly alternative, suitable for less formal emails or when the sender has a close relationship with the recipient. It still conveys the message clearly but does so in a lighter, more conversational tone.

This alternative works well in internal communications within a team, or when sending updates to colleagues you have a friendly relationship with. It’s perfect for emails that contain updates, minor changes, or informal reminders that don’t require strict formality.

Here’s a sample email:

Hey Team,

Just to let you know, we're moving the weekly meeting to Thursday this week.

Cheers,
Alex Jordan

12. I would like to tell you

“I would like to tell you” is a polite and slightly informal way of introducing information. It suggests a personal choice to share something, making the message feel friendly and direct. This alternative is less formal than the original phrase but maintains a respectful tone.

It’s well-suited for messages where you’re sharing news, updates, or insights in a more personal or less formal setting. Ideal for emails to colleagues with whom you have a good working relationship, or when the news is positive or not strictly professional in nature.

Example:

Hi Jenna,

I would like to tell you that you've been selected to lead the new project.

Warmest,

Greg Chen
Team Supervisor

Final Thoughts

Choosing the right opening line for your professional emails can significantly impact how your message is received. With the 12 alternatives provided, you have a wide range of options to convey information in a way that fits the situation and your relationship with the recipient. By selecting a phrase that aligns with the tone, formality, and purpose of your email, you can communicate more effectively and maintain a positive image in your professional interactions.