Alternative Ways to Say “This Is to Inform You”: A Comprehensive Guide

Effectively conveying information is crucial in both professional and personal communication. The phrase “This is to inform you” is a common way to introduce important information, but it can sometimes sound formal or even stiff.

Understanding alternative phrases to express the same intention can significantly enhance your communication skills, making you sound more natural, engaging, and adaptable to different contexts. This article explores various ways to convey information, providing examples, usage rules, and practice exercises to help you master these alternatives.

Whether you’re a student, a business professional, or simply someone looking to improve their communication, this guide will provide valuable insights and practical tools.

Table of Contents

Definition and Context

The phrase “This is to inform you” functions as an introductory statement to deliver information, often of an official or important nature. It serves as a signal that the following content is something the recipient needs to know.

The phrase is generally used in formal settings, such as business correspondence, official announcements, or legal documents. Its primary purpose is to ensure clarity and emphasize the importance of the message being conveyed.

While effective in its purpose, the phrase can lack warmth and personality. Modern communication often favors more conversational and engaging language, even in professional contexts.

Therefore, understanding alternative phrases allows you to tailor your communication style to the specific situation and audience, making your message more impactful and well-received. The choice of alternative depends on the tone you want to convey, the relationship you have with the recipient, and the nature of the information itself.

Structural Breakdown

The basic structure of “This is to inform you” follows a simple pattern: a declarative statement introducing the intention to provide information, followed by the actual information itself. Let’s break down the components:

  • “This is”: A demonstrative pronoun (“This”) and a form of the verb “to be,” indicating the present situation.
  • “to inform”: An infinitive verb phrase indicating the purpose of the statement.
  • “you”: A personal pronoun, indicating the recipient of the information.

The phrase acts as a preamble, setting the stage for the main content. The alternatives often involve replacing this preamble with phrases that achieve the same purpose but with a different tone or emphasis.

These alternatives might rephrase the intention, focus on the information itself, or directly address the recipient’s needs or interests. They may also vary in formality, ranging from very formal to casual.

Types and Categories

Alternatives to “This is to inform you” can be categorized based on their level of formality, directness, and emphasis. Here are some key categories:

Formal Alternatives

These options are suitable for official communication, such as legal notices, formal announcements, or correspondence with superiors. They maintain a professional tone while avoiding the directness of the original phrase.

Semi-Formal Alternatives

These alternatives strike a balance between formality and approachability. They are suitable for business communication, emails to colleagues, or announcements within an organization.

Informal Alternatives

These options are appropriate for casual communication, such as emails to friends, informal announcements, or conversations with colleagues in a relaxed setting. They prioritize a friendly and approachable tone.

Direct Alternatives

These phrases get straight to the point, emphasizing the information itself rather than the act of informing. They are suitable for situations where clarity and efficiency are paramount.

Indirect Alternatives

These options soften the delivery of information, often by framing it as a suggestion or a recommendation. They are useful when conveying sensitive or potentially negative news.

Examples

Here are numerous examples, categorized by formality, to illustrate the range of alternatives available.

Formal Alternatives Examples

These phrases maintain a high level of professionalism and are appropriate for official documents and communications.

Original Phrase Alternative Phrase
This is to inform you that the meeting has been rescheduled. Please be advised that the meeting has been rescheduled.
This is to inform you of the new company policy. We hereby notify you of the new company policy.
This is to inform you that your application has been approved. You are formally notified that your application has been approved.
This is to inform you that the contract is now in effect. It is our duty to inform you that the contract is now in effect.
This is to inform you that the project is delayed. Regrettably, we must inform you that the project is delayed.
This is to inform you that the payment is overdue. We are writing to advise you that the payment is overdue.
This is to inform you of a change in procedure. Kindly note that there has been a change in procedure.
This is to inform you that your account is suspended. We regret to inform you that your account is suspended.
This is to inform you about the upcoming audit. We wish to inform you about the upcoming audit.
This is to inform you that the deadline has passed. It has come to our attention that the deadline has passed.
This is to inform you of our decision. We are obliged to inform you of our decision.
This is to inform you about the new regulations. We are required to inform you about the new regulations.
This is to inform you that the building is closed. Please be notified that the building is closed.
This is to inform you about the safety guidelines. We are compelled to inform you about the safety guidelines.
This is to inform you that the law has changed. We are mandated to inform you that the law has changed.
This is to inform you that your request has been denied. We are obligated to inform you that your request has been denied.
This is to inform you about the terms and conditions. We are bound to inform you about the terms and conditions.
This is to inform you of the risks involved. We are responsible for informing you of the risks involved.
This is to inform you about the warranty. We are required by law to inform you about the warranty.
This is to inform you of our company’s policy. It is our policy to inform you of any changes.
This is to inform you about the meeting’s agenda. We find it necessary to inform you about the meeting’s agenda.
This is to inform you about the latest updates. We are duty-bound to inform you about the latest updates.
This is to inform you about our future plans. We feel it is important to inform you about our future plans.
This is to inform you about the new initiatives. We are keen to inform you about the new initiatives.

Semi-Formal Alternatives Examples

These options are suitable for professional emails, memos, and other business communications.

Original Phrase Alternative Phrase
This is to inform you that we have completed the project. I’m writing to let you know that we have completed the project.
This is to inform you about the upcoming training session. Just wanted to let you know about the upcoming training session.
This is to inform you that your report is due next week. A quick reminder that your report is due next week.
This is to inform you about the change in schedule. Please note the change in schedule.
This is to inform you that your request has been processed. Your request has been processed.
This is to inform you of the shipment details. Here are the shipment details for your reference.
This is to inform you about the feedback we received. We wanted to share some feedback we received.
This is to inform you of the revised budget. Please find attached the revised budget.
This is to inform you about the new software update. We’re excited to announce the new software update.
This is to inform you about the customer survey. We’re conducting a customer survey to gather insights.
This is to inform you about the team meeting. Just a heads up about the team meeting.
This is to inform you of the project timeline. Here is the project timeline for your information.
This is to inform you about the new marketing campaign. We’re launching a new marketing campaign.
This is to inform you of the company’s performance. Here’s an update on the company’s performance.
This is to inform you about the upcoming conference. We’re organizing an upcoming conference.
This is to inform you of the changes to the policy. We’ve made some changes to the policy.
This is to inform you about the new safety measures. We’ve implemented new safety measures.
This is to inform you about the project’s progress. Here’s a quick update on the project’s progress.
This is to inform you about the upcoming workshop. We’re hosting an upcoming workshop.
This is to inform you about the changes to the contract. We’ve made some changes to the contract.
This is to inform you about the new product launch. We’re excited to announce our new product launch.
This is to inform you about the data analysis. Here’s a report on the data analysis.
This is to inform you about the sales figures. Here’s a summary of the sales figures.
This is to inform you of the new security protocols. Please be aware of the new security protocols.
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Informal Alternatives Examples

These options are suitable for casual emails, chats, and conversations with colleagues or friends.

Original Phrase Alternative Phrase
This is to inform you that I’m going on vacation. Just letting you know I’m going on vacation.
This is to inform you that I’ve finished the task. FYI, I’ve finished the task.
This is to inform you that I’ll be late. Heads up, I’ll be late.
This is to inform you that the meeting is at 3 PM. Just a reminder, the meeting is at 3 PM.
This is to inform you that I’ve updated the document. I’ve updated the document. Check it out!
This is to inform you that I’ve fixed the bug. Good news! I’ve fixed the bug.
This is to inform you that the system is down. Just so you know, the system is down.
This is to inform you that I’m available to help. Let me know if you need any help.
This is to inform you that I’ve completed the report. The report is done!
This is to inform you that I’m leaving early. I’m heading out early today.
This is to inform you that the coffee is ready. Coffee’s ready!
This is to inform you that I’ve found a solution. I’ve got a solution for you!
This is to inform you that the problem is resolved. The problem is resolved.
This is to inform you that I’ve finished my part. My part is done!
This is to inform you that I’m back from lunch. I’m back from lunch.
This is to inform you that I’ve submitted the document. I’ve submitted the document.
This is to inform you that I’ve made a decision. I’ve made a decision.
This is to inform you that I’ve finished reading the book. I finished the book!
This is to inform you that I’m ready for the meeting. I’m ready for the meeting.
This is to inform you that I’ve booked the tickets. I’ve booked the tickets!
This is to inform you that I’ve completed the assignment. The assignment is done!
This is to inform you that I’ve understood the concept. I got it!
This is to inform you that I’ve finished the task. All done!
This is to inform you that the pizza has arrived. Pizza’s here!

Direct Alternatives Examples

These options prioritize clarity and efficiency by directly stating the information.

Original Phrase Alternative Phrase
This is to inform you that the deadline is approaching. The deadline is approaching.
This is to inform you that your payment is due. Your payment is due.
This is to inform you that the system will be down for maintenance. The system will be down for maintenance.
This is to inform you that the office will be closed on Monday. The office will be closed on Monday.
This is to inform you that there will be a meeting tomorrow. There will be a meeting tomorrow.
This is to inform you that the event has been canceled. The event has been canceled.
This is to inform you that the product is now available. The product is now available.
This is to inform you that the prices have increased. Prices have increased.
This is to inform you that the terms have changed. Terms have changed.
This is to inform you that the update is complete. The update is complete.
This is to inform you that the results are in. The results are in.
This is to inform you that the package has arrived. The package has arrived.
This is to inform you that the report is ready. The report is ready.
This is to inform you that the application is approved. Your application is approved.
This is to inform you that the reservation is confirmed. Your reservation is confirmed.
This is to inform you that the payment has been processed. Your payment has been processed.
This is to inform you that the task has been completed. The task has been completed.
This is to inform you that the issue has been resolved. The issue has been resolved.
This is to inform you that the project has been launched. The project has been launched.
This is to inform you that the contract is signed. The contract is signed.
This is to inform you that the data has been analyzed. The data has been analyzed.
This is to inform you that the inventory has been updated. The inventory has been updated.
This is to inform you that the system has been restored. The system has been restored.
This is to inform you that the delivery will be delayed. The delivery will be delayed.

Usage Rules

Choosing the appropriate alternative depends on several factors:

  • Formality: Consider the context and your relationship with the recipient.
  • Tone: Determine the desired tone, whether it’s professional, friendly, or urgent.
  • Emphasis: Decide whether to focus on the act of informing or the information itself.
  • Clarity: Ensure the chosen alternative is clear and easily understood.

Avoid using overly formal language in informal settings, and vice versa. Be mindful of the cultural context, as communication styles can vary across different cultures.

When in doubt, err on the side of caution and choose a more neutral or semi-formal option.

Common Mistakes

Here are some common mistakes to avoid when using alternatives to “This is to inform you”:

Incorrect Correct Explanation
“Just to inform you, I’m going to be late.” “Heads up, I’m going to be late.” “Just to inform you” is still somewhat formal in a casual context.
“FYI that the report is due.” “A quick reminder that the report is due.” “FYI” alone can sound abrupt.
“You are notified that the system is down.” “Please be advised that the system is down.” “You are notified” is too passive and impersonal.
“A reminder, we’re having a meeting.” “Just a reminder, we’re having a meeting.” Adding “Just” softens the tone and makes it more friendly.
“I notify you of the policy change” “Please note the policy change.” The word order is awkward and sounds unnatural.

Practice Exercises

Test your understanding with these practice exercises. Rewrite the following sentences using alternatives to “This is to inform you,” choosing the most appropriate option based on the context provided.

Exercise 1

Rewrite the sentences using *formal* alternatives.

Original Sentence Your Answer
This is to inform you that your application has been rejected.
This is to inform you of the new regulations.
This is to inform you that the contract is terminated.
This is to inform you about the upcoming audit.
This is to inform you of the company’s new privacy policy.
This is to inform you that the terms of service have changed.
This is to inform you that the building will be closed.
This is to inform you about the safety guidelines.
This is to inform you that the law has changed.
This is to inform you that your request has been denied.
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Answer Key:

Original Sentence Correct Answer
This is to inform you that your application has been rejected. You are formally notified that your application has been rejected.
This is to inform you of the new regulations. We hereby notify you of the new regulations.
This is to inform you that the contract is terminated. You are hereby informed that the contract is terminated.
This is to inform you about the upcoming audit. We wish to inform you about the upcoming audit.
This is to inform you of the company’s new privacy policy. Please be advised of the company’s new privacy policy.
This is to inform you that the terms of service have changed. Please be advised that the terms of service have changed.
This is to inform you that the building will be closed. Please be notified that the building will be closed.
This is to inform you about the safety guidelines. We are compelled to inform you about the safety guidelines.
This is to inform you that the law has changed. We are mandated to inform you that the law has changed.
This is to inform you that your request has been denied. We are obligated to inform you that your request has been denied.

Exercise 2

Rewrite the sentences using *semi-formal* alternatives.

Original Sentence Your Answer
This is to inform you that the project is complete.
This is to inform you about the upcoming training.
This is to inform you that your report is due.
This is to inform you about the schedule change.
This is to inform you that your request has been processed.
This is to inform you about the shipment details.
This is to inform you about the feedback we received.
This is to inform you of the revised budget.
This is to inform you about the new software update.
This is to inform you about the customer survey.

Answer Key:

Original Sentence Correct Answer
This is to inform you that the project is complete. I’m writing to let you know that the project is complete.
This is to inform you about the upcoming training. Just wanted to let you know about the upcoming training.
This is to inform you that your report is due. A quick reminder that your report is due.
This is to inform you about the schedule change. Please note the change in schedule.
This is to inform you that your request has been processed. Your request has been processed.
This is to inform you about the shipment details. Here are the shipment details for your reference.
This is to inform you about the feedback we received. We wanted to share some feedback we received.
This is to inform you of the revised budget. Please find attached the revised budget.
This is to inform you about the new software update. We’re excited to announce the new software update.
This is to inform you about the customer survey. We’re conducting a customer survey to gather insights.

Exercise 3

Rewrite the sentences using *informal* alternatives.

Original Sentence Your Answer
This is to inform you that I’m going to be out of office.
This is to inform you that I’ve finished the task.
This is to inform you that I’ll be late to the meeting.
This is to inform you that the meeting is scheduled for tomorrow.
This is to inform you that I’ve updated the document.
This is to inform you that I’ve fixed the bug.
This is to inform you that the system is currently down.
This is to inform you that I’m available to assist you.
This is to inform you that I’ve completed the report.
This is to inform you that I’m leaving the office early.

Answer Key:

Original Sentence Correct Answer
This is to inform you that I’m going to be out of office. Just letting you know I’m going to be out of office.
This is to inform you that I’ve finished the task. FYI, I’ve finished the task.
This is to inform you that I’ll be late to the meeting. Heads up, I’ll be late to the meeting.
This is to inform you that the meeting is scheduled for tomorrow. Just a reminder, the meeting is scheduled for tomorrow.
This is to inform you that I’ve updated the document. I’ve updated the document. Check it out!
This is to inform you that I’ve fixed the bug. Good news! I’ve fixed the bug.
This is to inform you that the system is currently down. Just so you know, the system is currently down.
This is to inform you that I’m available to assist you. Let me know if you need any help.
This is to inform you that I’ve completed the report. The report is done!
This is to inform you that I’m leaving the office early. I’m heading out of the office early today.

Advanced Topics

For advanced learners, consider the nuances of indirect communication and the use of hedging language. Indirect communication involves conveying information subtly, often to avoid confrontation or soften the impact of negative news.

Hedging language uses words or phrases to make statements less assertive or direct, allowing for greater flexibility and interpretation. Mastering these techniques can significantly enhance your communication skills in complex or sensitive situations.

Consider also the use of rhetorical devices, such as understatement or irony, to convey information in a more engaging or memorable way. However, use these devices with caution, as they can be easily misinterpreted if not used appropriately.

Understanding the cultural context is crucial when using indirect communication or rhetorical devices, as communication styles can vary significantly across different cultures.

FAQ

Here are some frequently asked questions about alternatives to “This is to inform you”:

  1. Is “This is to inform you” always too formal?
    Not always. In certain official contexts, it remains appropriate. However, in most modern communication, a more conversational tone is preferred.
  2. How do I choose the right alternative?
    Consider the context, your relationship with the recipient, and the desired tone. If unsure, opt for a semi-formal option.
  3. Can I use direct alternatives in all situations?
    Direct alternatives are best suited for situations where clarity and efficiency are paramount. Avoid using them when conveying sensitive or potentially negative news.
  4. What if I’m not sure about the recipient’s communication style?
    Observe their communication style in previous interactions. If unsure, start with a semi-formal option and adjust based on their response.
  5. Are there any alternatives that are universally appropriate?
    “Please note” is a relatively neutral option that can be used in a variety of contexts. However, it’s always best to tailor your communication to the specific situation.
  6. How can I practice using these alternatives?
    Start by consciously replacing “This is to inform you” in your daily communication. Pay attention to how your message is received and adjust accordingly.
  7. What are some resources for learning more about effective communication?
    Numerous books, articles, and online courses offer guidance on effective communication. Consider exploring resources on business writing, interpersonal communication, and cultural communication styles.
  8. Are there specific alternatives better suited for email communication?
    In emails, starting with phrases like “I wanted to let you know…” or “Just a quick update…” can make your message more friendly and engaging.

Conclusion

Mastering alternatives to “This is to inform you” is a valuable skill that can significantly enhance your communication effectiveness. By understanding the nuances of formality, tone, and emphasis, you can tailor your language to suit the specific context and audience, making your message more impactful and well-received.

Remember to practice using these alternatives in your daily communication and to pay attention to the feedback you receive. With consistent effort, you can develop a communication style that is both clear and engaging, fostering stronger relationships and achieving better outcomes.

By practicing these alternatives, paying attention to context, and understanding your audience, you can transform your communication from merely informative to truly engaging and effective. Remember to continuously refine your approach based on feedback and observation, and you’ll be well on your way to mastering the art of communication.

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