Hey there! Ever find yourself writing an email and wondering how to politely introduce important information without sounding blunt or impersonal? Maybe you want to warn someone, share updates, or give guidance in a courteous way. That’s where phrases like "Please be advised" come in. But did you know there are several more polished, friendly, and professional ways to convey the same message?
Today, I’ll walk you through an array of polite alternatives to “Please be advised,” explain when and how to use them, and help you master the art of courteous communication in emails. By the end, you'll feel confident crafting respectful, engaging messages that maintain professionalism while sounding personable.
Contents
- 1 Why Finding the Right Phrase Matters
- 2 15 Polite Alternatives to "Please Be Advised"
- 3 When and How to Use These Phrases
- 4 Effects of Using Polite Alternatives
- 5 15 Categories & Examples
- 6 The Importance of Using These Phrases
- 7 Tips for Success
- 8 Common Mistakes & How to Avoid Them
- 9 Similar Variations to Make Your Writing Shine
- 10 Practice Exercises
- 11 Final Words
Why Finding the Right Phrase Matters
Using appropriate language in emails is more than just politeness; it influences how your message is received. Overly formal phrases like "Please be advised" can sometimes seem stiff or outdated, especially in casual business environments or friendly correspondence. Conversely, overly casual language may undermine professionalism.
The key is to strike a balance: be courteous, clear, and professional—without sounding robotic. That’s why knowing alternative expressions is so important.
Table 1: Why Use Alternatives to "Please Be Advised"
| Purpose | Why It's Important | Example Context |
|---|---|---|
| To inform someone politely | Softens the tone, shows respect | Sending an update about a policy change |
| To warn about important details | Ensures clarity while maintaining professionalism | Notifying about a delay or issue |
| To introduce a detail or instruction | Clear communication, avoids sounding commanding | Giving instructions in a formal email |
15 Polite Alternatives to "Please Be Advised"
Let’s dive into some versatile, friendly, yet professional alternative phrases you can use instead of the traditional "Please be advised."
1. Kindly note that…
- Use when you want to highlight essential info without sounding harsh.
- Example: "Kindly note that the deadline has been extended."
2. Please be informed that…
- Slightly more formal; excellent for official updates.
- Example: "Please be informed that our office will be closed on Friday."
3. We would like to inform you that…
- Warm and polite; suitable for formal communication.
- Example: "We would like to inform you that your application has been received."
4. Just a heads-up that…
- Casual and friendly; good for internal or less formal emails.
- Example: "Just a heads-up that the meeting time has changed."
5. Please note that…
- Neutral, professional, and straightforward.
- Example: "Please note that the promo code expires tomorrow."
6. It’s important to highlight that…
- Emphasizes significance softly.
- Example: "It’s important to highlight that this process requires your approval."
7. We want to make you aware that…
- Friendly and direct.
- Example: "We want to make you aware that the website will be undergoing maintenance."
8. Allow me to bring to your attention…
- Formal, respectful, and emphasizes importance.
- Example: "Allow me to bring to your attention that the report is ready."
9. Please be advised of…
- Slightly formal and traditional; works well in official documents.
- Example: "Please be advised of the upcoming audit."
10. It’s worth mentioning that…
- Casual yet informative.
- Example: "It’s worth mentioning that our hours have changed."
11. Please consider that…
- Thoughtful, polite, and respectful.
- Example: "Please consider that the schedule may vary."
12. Just to let you know…
- Very casual; best in informal or internal emails.
- Example: "Just to let you know, the delivery has been scheduled for tomorrow."
13. We recommend that you be aware that…
- Helpful, advisory tone.
- Example: "We recommend that you be aware of the new safety protocols."
14. I’d like to inform you that…
- Personal, polite, suitable for direct communication.
- Example: "I’d like to inform you that your request has been approved."
15. Let me bring to your attention…
- Respectful and professional.
- Example: "Let me bring to your attention the recent updates to our policies."
When and How to Use These Phrases
Contexts & Appropriateness
| Situation | Recommended Phrase | Example |
|---|---|---|
| Formal mail about policies | "Please be informed that…" | "Please be informed that the policy has changed." |
| Internal team updates | "Just a heads-up that…" | "Just a heads-up that the meeting has been moved." |
| Customer notifications | "Kindly note that…" | "Kindly note that your order will arrive soon." |
| General announcements | "We would like to inform you that…" | "We would like to inform you that the event is confirmed." |
| Urgent alerts | "Allow me to bring to your attention…" | "Allow me to bring to your attention that the server is down." |
Tips for Smooth Usage:
- Match the tone to your audience—formal for external clients, casual for internal teams.
- Keep sentences clear and concise.
- When in doubt, "Please note that…" is a versatile, safe choice.
- Avoid overuse of overly formal phrases like "Please be advised" unless necessary.
Effects of Using Polite Alternatives
| Effect | Explanation |
|---|---|
| Enhances professionalism | Shows respect and attention to tone |
| Builds trust and rapport | Politeness fosters positive relationships |
| Prevents misinterpretation | Clear, considerate language minimizes confusion |
| Sets the tone for future communication | Consistency demonstrates professionalism and kindness |
15 Categories & Examples
To make this even clearer, here’s a list of different categories where you might use these phrases, with examples for each personality trait, role, or context.
| Category | Example Phrase | Sentence Example |
|---|---|---|
| Manager/Leader | "Allow me to bring to your attention…" | "Allow me to bring to your attention the upcoming deadline." |
| Customer Service Rep | "Please note that…" | "Please note that your refund has been processed." |
| HR Professional | "We would like to inform you that…" | "We would like to inform you of the new leave policy." |
| Legal Advisor | "It’s important to highlight that…" | "It’s important to highlight that confidentiality is essential." |
| Technical Support | "Just a heads-up that…" | "Just a heads-up that the system will be updated tonight." |
| Sales/Marketing | "We want to make you aware that…" | "We want to make you aware of our upcoming promotion." |
| Project Manager | "Please consider that…" | "Please consider that the project timeline might shift." |
| Personal Email | "I’d like to inform you that…" | "I’d like to inform you that I’ll be out of the office tomorrow." |
| Academic Scholar | "It’s worth mentioning that…" | "It’s worth mentioning that the results are preliminary." |
| Nonprofit Coordinator | "Let me bring to your attention…" | "Let me bring to your attention the recent community outreach." |
| Event Organizer | "Please be informed that…" | "Please be informed that the event schedule has changed." |
| Consultant | "We recommend that you be aware that…" | "We recommend that you be aware of the new compliance standards." |
| Freelancer | "Just to let you know…" | "Just to let you know, the project deadline has moved up." |
| IT Specialist | "Allow me to bring to your attention…" | "Allow me to bring to your attention the upcoming server maintenance." |
| Executive Assistant | "Please consider that…" | "Please consider that the documents need review by Monday." |
The Importance of Using These Phrases
Using polite, precise phrases like these isn’t just about sounding professional. It influences how your message is perceived and builds positive relationships. Whether you’re addressing clients, team members, or superiors, choosing the right words creates clarity, shows respect, and maintains professionalism.
Additionally, mastering these phrases equips you to handle delicate situations—like warnings or sensitive updates—in a way that minimizes misunderstandings.
Tips for Success
- Match the tone to your audience: Formal phrases for official communications, friendly for internal chats.
- Keep it short and clear: Avoid overly complex language; clarity is key.
- Use the right level of politeness: Too stiff or too casual can cause misunderstandings.
- Practice variations: Switch things up based on context to keep your language fresh and engaging.
- Proofread: Ensure your chosen phrase fits naturally into your sentence.
Common Mistakes & How to Avoid Them
| Mistake | How to Avoid |
|---|---|
| Overusing formal phrases in casual emails | Use casual phrases like “Just a heads-up” when appropriate |
| Being too vague or indirect | Be specific and direct but polite |
| Using outdated or stiff language | Stay updated with current professional tone practices |
| Ignoring context | Consider the recipient, purpose, and setting before choosing a phrase |
Similar Variations to Make Your Writing Shine
- Express genuine friendliness: "Just a quick note…"
- Make it more formal: "We would like to formally inform you…"
- Add urgency politely: "Please be advised at your earliest convenience…"
- In internal communication: "Here's a quick update…"
Practice Exercises
Want to test your understanding? Try these:
1. Fill-in-the-blank
Use an appropriate phrase.
- “___, the system will be offline from 2 am to 4 am.”
2. Error Correction
Identify and correct the overly formal phrase.
- “Please be advised that your presence is required.”
3. Identification
Choose the best phrase for this situation:
- Sending a quick team update about schedule changes.
4. Sentence Construction
Create a polite email opening using one of the phrases.
5. Category Matching
Match the phrase to the role:
- "Let me bring to your attention…" → _________
Final Words
When it comes to professional and courteous communication, the words you choose matter. Whether you want to sound respectful, friendly, or formal, having a variety of polite alternatives to "Please be advised" helps you adapt effortlessly to any situation.
Keep practicing these phrases, and soon texting and emailing will feel more natural—your messages will always be polished, respectful, and effective. Remember, good communication is a two-way street, and the right words can make all the difference.
Hope you found this guide useful! Keep these tips in mind, and you’ll always be able to craft polite, professional emails that leave a positive impression. Happy writing!