Other Ways to Say “Please Be Informed”: A Comprehensive Guide

Effective communication is crucial in both professional and personal settings. While “Please be informed” is a common phrase used to convey information, relying on it repeatedly can make your writing sound monotonous.

This article explores various alternatives to “Please be informed,” providing you with a diverse range of options to express the same intent with greater nuance and impact. Whether you’re drafting an email, writing a report, or simply communicating with colleagues, mastering these alternatives will enhance your communication skills and make your message more engaging.

This guide is designed for anyone looking to improve their written and spoken communication, including students, professionals, and English language learners.

By understanding the subtle differences between these phrases and their appropriate contexts, you can tailor your language to suit the specific situation and audience. This not only demonstrates a strong command of the English language but also ensures that your message is received clearly and effectively.

Table of Contents

1. Definition and Context of “Please Be Informed”
2. Structural Breakdown of the Phrase
3. Alternatives to “Please Be Informed”
   • Direct Statements
   • Requests for Attention
   • Formal Announcements
   • Email-Specific Phrases
   • Indirect Suggestions
4. Examples of Alternatives in Use
5. Usage Rules and Guidelines
6. Common Mistakes to Avoid
7. Practice Exercises
8. Advanced Topics in Formal Communication
9. Frequently Asked Questions
10. Conclusion

Definition and Context of “Please Be Informed”

The phrase “Please be informed” is a polite way to introduce information that you want someone to know. It serves as a gentle directive, indicating that the recipient should pay attention to the following details.

The phrase is commonly used in formal communication, such as emails, memos, and official announcements.

The function of “Please be informed” is to signal that the information is important and requires the recipient’s attention. It sets a tone of professionalism and respect, making it suitable for interactions with superiors, clients, or anyone with whom you wish to maintain a formal relationship.

However, its frequent and unvaried use can make communication sound stiff and impersonal.

In terms of classification, “Please be informed” is a type of imperative sentence, although it’s softened by the inclusion of “please.” It functions as a directive, but its polite phrasing makes it more palatable than a direct command. The phrase typically precedes the main information being conveyed, acting as an introductory clause.

Structural Breakdown of the Phrase

The phrase “Please be informed” can be broken down into three key components:

• Please: This is a polite request, softening the imperative nature of the statement. It indicates respect for the recipient.
• Be: This is the base form of the verb “to be,” used in the passive voice.
• Informed: This is the past participle of the verb “to inform,” indicating the state of receiving information.

The structure follows a passive voice construction, where the recipient is the subject being acted upon (being informed). This contrasts with an active voice construction, such as “I am informing you,” which places the speaker as the agent of the action.

The phrase often appears at the beginning of a sentence or clause, followed by the information being conveyed. For example: “Please be informed that the meeting has been rescheduled.” The “that” clause introduces the specific information the recipient should be aware of.

Alternatives to “Please Be Informed”

There are many alternatives to “Please be informed,” each with its own nuance and level of formality. Choosing the right alternative depends on the context, the audience, and the specific message you want to convey.

Direct Statements

Direct statements are clear and concise ways to convey information without unnecessary preamble. They are suitable for situations where brevity and clarity are paramount.

• Note that: This phrase is a straightforward way to draw attention to a specific point.
• Be aware that: Similar to “Please be informed,” but slightly more direct.
• Know that: A more casual alternative, suitable for less formal communication.
• Remember that: Useful for reminding someone of previously discussed information.
• Consider that: Suggests the recipient should take something into account.

Requests for Attention

These phrases explicitly ask the recipient to pay attention to the information being presented. They are useful when you want to emphasize the importance of the message.

• Please note: A more concise and direct version of “Please be informed.”
• Kindly note: Similar to “Please note,” but with a slightly more formal tone.
• Pay attention to: Emphasizes the importance of the information.
• Take note of: Another way to highlight the significance of the information.
• Please remember: Reminds the recipient of something important.

Formal Announcements

These phrases are suitable for official announcements and formal communication, maintaining a professional tone.

• We would like to inform you that: A polite and formal way to introduce information.
• We are writing to inform you that: Commonly used in formal letters and emails.
• This is to notify you that: A very formal phrase, often used in official notices.
• You are hereby notified that: An extremely formal and legalistic phrase.
• It has come to our attention that: Used when conveying information that has recently been discovered.

Email-Specific Phrases

These phrases are commonly used in email communication to introduce information in a clear and professional manner.

• For your information: A common and neutral way to provide information.
• FYI: An abbreviation of “For your information,” suitable for informal emails.
• Please see below for: Directs the recipient to information located further down in the email.
• Attached you will find: Introduces an attachment containing the relevant information.
• As per our conversation: Refers back to a previous discussion.

Indirect Suggestions

These phrases subtly introduce information, often implying that the recipient should take action based on the information provided.

• You may want to consider: Suggests the recipient should think about something.
• It is important to remember that: Highlights the significance of a particular point.
• Keep in mind that: Reminds the recipient of something relevant.
• Bear in mind that: Similar to “Keep in mind,” but slightly more formal.
• It should be noted that: Draws attention to a specific detail.

Examples of Alternatives in Use

The following tables provide examples of how these alternatives can be used in various contexts. Each table focuses on a specific category of alternatives, demonstrating their application in sentences.

Table 1: Direct Statements

This table illustrates how to use direct statements as alternatives to “Please be informed.”

Table 2: Requests for Attention

This table demonstrates the use of phrases that explicitly request the recipient’s attention.

Table 3: Formal Announcements

This table provides examples of formal announcements that can replace “Please be informed.”

Table 4: Email-Specific Phrases

This table showcases email-specific phrases that can replace “Please be informed.”

Table 5: Indirect Suggestions

This table illustrates how to use indirect suggestions as alternatives to “Please be informed.”

Usage Rules and Guidelines

When choosing an alternative to “Please be informed,” consider the following usage rules and guidelines:

• Formality: Match the level of formality to the context and audience. “You are hereby notified that” is suitable for legal documents, while “FYI” is appropriate for informal emails.
• Clarity: Ensure that the alternative phrase clearly conveys the intended meaning. Avoid ambiguous or confusing language.
• Conciseness: Choose alternatives that are concise and to the point. Avoid unnecessary wordiness.
• Audience: Consider your audience’s familiarity with the language. Avoid jargon or overly complex phrasing.
• Context: The context of the communication will dictate the most appropriate alternative. A formal announcement requires different language than a casual email.

There are few strict exceptions to these rules, but it’s important to be aware of cultural differences. In some cultures, more formal language is always preferred, while in others, a more direct approach is acceptable.

Common Mistakes to Avoid

Here are some common mistakes to avoid when using alternatives to “Please be informed”:

• Using overly formal language in informal contexts: This can make your communication sound stilted and unnatural.
• Using overly casual language in formal contexts: This can come across as unprofessional and disrespectful.
• Choosing an alternative that is ambiguous or unclear: This can lead to miscommunication and confusion.
• Overusing any single alternative: This can make your writing sound repetitive and monotonous.
• Using incorrect grammar or syntax: This can undermine your credibility and make your message difficult to understand.

Here are some examples of common mistakes, with corrections:

Practice Exercises

Test your understanding with these practice exercises. Replace “Please be informed” with a suitable alternative in each sentence.

Exercise 1

1. Please be informed that the office will be closed for the holiday.
2. Please be informed that the meeting has been rescheduled for next week.
3. Please be informed that your application has been received.
4. Please be informed that the new policy will take effect on January 1st.
5. Please be informed that all employees are required to attend the training session.
6. Please be informed that the deadline for submitting your report is Friday.
7. Please be informed that the system will be down for maintenance tonight.
8. Please be informed that your password needs to be reset.
9. Please be informed that the conference room has been reserved for your meeting.
10. Please be informed that the dress code for the event is business casual.

Answer Key:

1. Note that the office will be closed for the holiday.
2. Be aware that the meeting has been rescheduled for next week.
3. We are writing to inform you that your application has been received.
4. Kindly note that the new policy will take effect on January 1st.
5. All employees are hereby notified that they are required to attend the training session.
6. Please remember that the deadline for submitting your report is Friday.
7. Be aware that the system will be down for maintenance tonight.
8. Know that your password needs to be reset.
9. For your information, the conference room has been reserved for your meeting.
10. Keep in mind that the dress code for the event is business casual.

Exercise 2

1. Please be informed of the changes to the project scope.
2. Please be informed that invoices must be submitted by the 15th of each month.
3. Please be informed that fire exits are located at each end of the hallway.
4. Please be informed that the warranty on your product is now void.
5. Please be informed that all future meetings will be conducted virtually.
6. Please be informed that changes to the schedule are subject to frequent updates.
7. Please be informed that passwords must be changed every 90 days.
8. Please be informed of the location of the first aid kit in the office.
9. Please be informed that the office premises are under video surveillance.
10. Please be informed that all staff members are required to be CPR certified.

Answer Key:

1. Please note the changes to the project scope.
2. Kindly note that invoices must be submitted by the 15th of each month.
3. Pay attention to the fire exits located at each end of the hallway.
4. Take note that the warranty on your product is now void.
5. We would like to inform you that all future meetings will be conducted virtually.
6. Please note that changes to the schedule are subject to frequent updates.
7. Kindly note that passwords must be changed every 90 days.
8. Pay attention to the location of the first aid kit in the office.
9. Take note that the office premises are under video surveillance.
10. All staff are hereby notified that they are required to be CPR certified.

Advanced Topics in Formal Communication

For advanced learners, consider exploring these more complex aspects of formal communication:

• Rhetorical Devices: Learn how to use rhetorical devices, such as metaphors, similes, and analogies, to enhance your writing.
• Persuasive Writing: Master the art of persuasive writing to influence your audience and achieve your desired outcomes.
• Cross-Cultural Communication: Develop your understanding of cultural differences in communication styles and adapt your language accordingly.
• Legal Writing: Learn the specific conventions and terminology used in legal documents.
• Technical Writing: Develop your skills in writing clear and concise technical documentation.

These advanced topics will further refine your communication skills and enable you to excel in a variety of professional contexts.

Frequently Asked Questions

1. Is “Please be informed” always inappropriate?

   No, “Please be informed” is not always inappropriate. It is a perfectly acceptable phrase in formal communication. However, overusing it can make your writing sound repetitive. Varying your language with alternatives will make your communication more engaging.

2. Which alternative is the most formal?

   The most formal alternatives are “You are hereby notified that” and “This is to notify you that.” These phrases are often used in legal documents and official announcements.

3. Which alternative is the most informal?

   The most informal alternative is “FYI,” which is an abbreviation of “For your information.” This phrase is suitable for casual emails and internal communication.

4. How do I choose the right alternative?

   Consider the context, audience, and specific message you want to convey. Match the level of formality to the situation and choose an alternative that clearly and concisely expresses your intended meaning.

5. Can I use multiple alternatives in the same document?

   Yes, using multiple alternatives is a good way to avoid repetition and make your writing more engaging. Vary your language to suit the specific context of each sentence or paragraph.

6. Are there any alternatives that should be avoided?

   Avoid alternatives that are ambiguous, unclear, or grammatically incorrect. Also, avoid using overly formal language in informal contexts, and vice versa.

7. How can I improve my overall communication skills?

   Practice writing regularly, read widely to expand your vocabulary, and pay attention to the communication styles of effective writers and speakers. Seek feedback from others and be open to constructive criticism.

8. Is “Kindly be informed” a good alternative?

   While grammatically correct, “Kindly be informed” can sound overly formal or even slightly unnatural in modern English. “Kindly note” is a better alternative if you want to maintain a polite tone. It’s essential to choose phrases that sound natural and contemporary to avoid your writing sounding dated or stilted.

Conclusion

Mastering alternatives to “Please be informed” is a valuable skill that can significantly enhance your communication. By understanding the nuances of different phrases and their appropriate contexts, you can craft messages that are clear, concise, and engaging.

Remember to consider your audience, the level of formality, and the specific message you want to convey when choosing an alternative.

By incorporating these alternatives into your writing and speaking, you can avoid repetition, maintain a professional tone, and ensure that your message is received effectively. Continuous practice and attention to detail will help you refine your communication skills and become a more confident and effective communicator.