Have you ever written an email and wondered if your opener sounds common or overused? Starting with “I am writing to let you know” might feel natural, but after a while, it can lose its impact.
I’ve faced this challenge myself when trying to provide clear communication in a formal email while keeping the tone engaging. If you’ve found yourself looking for an alternative, there are plenty of ways to keep your emails professional yet fresh.
Instead of sticking to the same phrasing, why not spice things up with more polite expressions? For instance, saying “I wanted to inform you” or “I wish to bring to your attention” adds variety and feels more tailored to the article’s context.
Why Is It Important to Vary Your Phrasing?
Using varied phrases in business emails has several benefits.
First, it shows that you have a command of language and can communicate ideas clearly in a way that is both polite and professional.
Second, it helps maintain the interest of the recipient. While emails might not have the personal touch of face-to-face communication, using different expressions can help bridge the gap and create a more personable tone.
For instance, while “I am writing to let you know” is a perfectly acceptable phrase, it could sound a little stiff if used in every email.
For recipients who regularly receive emails from you, hearing the same phrase repeatedly can make your communication feel robotic or less genuine.
Switching to alternative phrases can help keep things sounding fresh and dynamic, improving engagement and fostering positive professional relationships.
How to Select the Right Synonym
Choosing the right alternative depends on the nature of the information you’re sharing.
For instance, if you’re informing someone about a new policy, a formal expression like “I would like to inform you” might be more appropriate.
On the other hand, if you’re simply updating someone on a project or an event, something like “I just wanted to update you” may sound more natural.
In addition, the tone of your email matters.
Formal emails usually require more professional phrasing, while informal emails can be slightly more conversational.
Regardless of the situation, the key to professional communication is balancing politeness, clarity, and relevance.
20 Polite Synonyms for “I Am Writing to Let You Know”
Below, we’ll explore some polite synonyms for “I am writing to let you know” that you can incorporate into your professional communication.
Each phrase is ideal for specific contexts, so make sure to choose the one that fits the situation best.
“I Would Like to Inform You”
A formal and polite expression, “I would like to inform you” is perfect for situations where you need to deliver important information.
It’s ideal for formal business communication, especially when addressing a client, a supervisor, or any other professional contact.
This phrase is respectful and conveys a sense of professionalism, making it suitable for reports, notifications, or official updates.
Example:
“I would like to inform you that the quarterly reports are now ready for review.”
“Please Be Advised That”
This phrase is often used in legal or official business contexts.
It is formal and suggests that the information being provided is important.
It’s often used when delivering a notice or alert regarding an important change or event. “Please be advised that” can make your message sound authoritative and clear.
Example:
“Please be advised that our office will be closed on Friday due to a public holiday.”
“I Would Like to Update You On”
When providing new information or an update on a project, “I would like to update you on” is an excellent choice.
It is polite, professional, and conveys that you are providing the recipient with important news.
This phrase is perfect for team communication, project status updates, or sharing the progress of ongoing work.
Example:
“I would like to update you on the status of the new marketing campaign.”
“I Am Pleased to Share”
If the information you are sharing is positive, then “I am pleased to share” is a great option.
It conveys a sense of enthusiasm and optimism, which is helpful when delivering good news.
Whether it’s an announcement of a successful project or a positive development, this phrase makes your email sound more engaging and enthusiastic.
Example:
“I am pleased to share that we have successfully completed the implementation of the new software.”
“This Is to Inform You That”
For formal notifications, “This is to inform you that” works well. It’s clear and direct, making it suitable for official communications such as policy changes, system updates, or meeting notices.
While formal, it’s still polite and respectful, ensuring that the recipient understands the importance of the information being conveyed.
Example:
“This is to inform you that the board meeting has been rescheduled for next Thursday.”
“Just Reaching Out to Share”
A slightly more casual phrase, “Just reaching out to share” can be used when you want to keep the tone friendly yet professional.
This is a great choice for less formal emails, such as project updates or internal communications with colleagues.
Example:
“Just reaching out to share the latest news about our upcoming event.”
“I Need to Quickly Mention”
Sometimes, when you need to convey something urgent but don’t want to make it sound too demanding, “I need to quickly mention” works well.
This phrase is effective when delivering information that requires immediate attention but doesn’t warrant an overly formal tone.
Example:
“I need to quickly mention that the report submission deadline is approaching.”
“I Would Like to Make You Aware”
When you need to bring attention to something important, “I would like to make you aware” is a polite and formal expression. It’s often used to ensure the recipient acknowledges the importance of the information being shared.
Example:
“I would like to make you aware that there will be a temporary service disruption due to maintenance.”
“I Am Writing to Keep You Informed.”
This is a great option when you want to update someone regularly or ensure they are kept in the loop.
It’s a friendly yet professional phrase that suggests ongoing communication and transparency.
Example:
“I am writing to keep you informed about the latest developments in our project.”
“I Am Reaching Out to Let You Know.”
For a more personable touch, “I am reaching out to let you know” is an excellent phrase. It’s friendly and conversational while maintaining a professional tone.
It works well when addressing clients, team members, or colleagues.
Example:
“I am reaching out to let you know that we’ve received your request and will be responding shortly.”
Conclusion
Exploring polite synonyms for “I am writing to let you know” helps make your professional communication more engaging, respectful, and dynamic. Using a variety of phrases allows you to tailor your message to the situation and the recipient, enhancing both clarity and professionalism.
As you implement these alternatives, your emails will not only sound more polished but will also strengthen your professional relationships. Keep practicing, and soon you’ll master the art of respectful, effective communication that leaves a lasting impact.
FAQs
How Do You Say “I Am Writing to Inform You”?
You can say, “I would like to inform you” or “I am writing to keep you informed.”
Is It Correct to Say “I Am Writing”?
Yes, it’s correct, but you can use more formal alternatives like “I am reaching out to” or “I would like to inform you.”
How to Professionally Say “Just to Let You Know”?
You can say, “I would like to make you aware” or “I wish to bring to your attention.”
Taila Lucy, an expert content writer at Grammar Grains, brings 4 years of experience crafting engaging pieces on grammar. Her work delves into synonyms, antonyms, slang, puns, and poetry, helping readers master English with creativity and flair.
