You want to set out the reason for your email as clearly as possible. But is the phrase I am writing to inform you too formal for a professional email?
In this article, we’ll discuss the correctness of this phrase. Furthermore, we’ll look at 9 alternative phrases that you can use to keep your work correspondence fresh.
Is It Correct to Say “I Am Writing to Inform You”?
The phrase I am writing to inform you is correct, and you can use it in a formal email or letter at work or in other circumstances.
This phrase is suitably polite, and its level of formality makes it suitable to employ, whatever the size or nature of your organization. However, in a business or corporate role, it may appear rather stiff and overly formal.
Consider the email samples below to see how to use this phrase:
Dear Mrs. Cox,
I am writing to inform you that, unfortunately, I am unable to attend this year’s conference due to a personal matter.
Dear Mr. Everette,
I am writing to inform you of my resignation.
I am immensely grateful for the experience I have gained as a member of your team, and I wish you well for the future.
Although I am writing to inform you is a perfectly correct phrase, it is so formal that it may appear rather stuffy in a casual work email or even a business email. What’s more, it may begin to feel standardized if used too commonly.
Therefore, if you’re wondering what to say instead of I am writing to inform you, you can use one of the alternative phrases we’ve compiled below.
That way, you can mix up your phrasing and keep your work email modern and diverse!
9 Alternative Ways to Say “I Am Writing to Inform You”
Have a look at these 9 other ways to say I am writing to inform you in an email:
- Please regard this email as a formal notification of
- I wish to inform you
- I’m just letting you know
- I wanted to bring to your attention
- The purpose of this email is to inform you
- Please note
- In case you weren’t aware
- I wanted to mention
- Please be advised
1. Please Regard This Email as a Formal Notification Of
Let’s get our wordiest alternative out of the way. You can use the phrase please regard this email as a formal notification of in an email to your boss, line manager, or any other relevant superior.
This phrase has a highly formal tone, perhaps even more so than I am writing to inform you. Therefore, it has only limited uses, as it would come across as too formal for a business email.
Nonetheless, you can use this phrase when you are resigning from your current position. A resignation letter or email should generally contain a formal register, so this phrase is quite suitable.
Therefore, let’s see an email example illustrating how to use this phrase:
Dear Ms. Okoro,
Please regard this email as a formal notification of my resignation, effective 12 June 2023.
I have learned a great deal in this role and appreciate your guidance and support throughout my time here.
2. I Wish to Inform You
You can use the phrase I wish to inform you in a polite email to a client or customer.
This is a great phrase to use if you run a small business and want to inform your existing customers of new products or services that you are offering or even limited promotions on your services.
To see what we mean, consider the sample email below:
I wish to inform you of a special promotion I am currently running on all of my commissions.
With every large art commission, you will receive a free digital version.
If this interests you, please use the link below to request a commission.
3. I’m Just Letting You Know
The phrase I’m just letting you know is an informal alternative to I am writing to inform you that you can use in an email to a colleague.
If you have a friendly dynamic with your coworkers, you can do away with the formal phrasing and email etiquette in your inter-office correspondence. This is also the case if you work in a company with a more friendly and casual culture.
I’m just letting you know is a good way to inform your coworker about something helpful but non-urgent.
I’m just letting you know that I will be working from home this afternoon.
Feel free to use my landline number if you need to get ahold of me urgently.
All the best,
4. I Wanted to Bring to Your Attention
When you have some pertinent information for your boss, you can introduce it in an email using the phrase I wanted to bring to your attention.
This phrase is formal and professional without sounding too stiff. Therefore, it’s a safe choice when you are reaching out to a superior.
Have a look at the email sample below:
Dear Miss Adeo,
I wanted to bring to your attention a recent report by the commission regarding international trade agreements.
I believe some recent legislative changes may impact our agreement with the client.
5. The Purpose of This Email Is to Inform You
When you are sharing important information with a client, you can start your email with the phrase the purpose of this email is to inform you. This is just as formal as I am writing to inform you and is almost a direct synonym.
The formality of this phrase hints at the seriousness of its content, which is important if you want the receiver to take careful heed of the information you’re sharing.
In addition, this alternative uses very plain and comprehensible wording, making it accessible to any client.
See how we’ve used this phrase in a sample email:
Dear Mr. Gemmel,
The purpose of this email is to inform you of a suspicious transaction observed on your account yesterday at 14:33.
Please contact your local branch immediately to ensure the safety of your account.
6. Please Note
Another way to say I am writing to inform you is please note. You can use this phrase in an announcement email to all of your clients or customers.
This is a great way to alert your clients about changes to your company or unexpected closures due to weather or any other unforeseen circumstances.
Dear Valued Customer,
Please note that our Illinois branches will be closed next week on account of the anticipated storm.
We thank you for your understanding.
7. In Case You Weren’t Aware
The phrase in case you weren’t aware is fairly tonally neutral. Furthermore, it is suitably professional for an email to a colleague you aren’t particularly close to.
Therefore, if something has occurred in the office and you believe a colleague from a different department may be in some way impacted, you can show your good faith by keeping them in the loop.
Check out the email sample below:
In case you weren’t aware, the whole office is having an IT issue due to an error in the new software.
Don’t panic if you’re unable to access your portal.
8. I Wanted to Mention
When sending a casual email to a colleague you are close to, you can use plain phrasing like the phrase I wanted to mention instead of I am writing to inform you.
This is a suitable way to impart information that isn’t pertinent but that you would still like your colleague to know about.
I wanted to mention that I will be taking the week of the 19th off.
We can work on this any time before then.
9. Please Be Advised
You can use the phrase please be advised when you are sharing important information with a client regarding your business and the services you provide.
This phrase is formal to show the pertinence of the information in your email. However, the addition of “please” adds a touch of politeness.
Let’s see an email example that includes this phrase:
Dear Miss Wolowitz,
A summary of our fees can be found below.
Please be advised that our firm does not offer contingency fees for clients of a certain income bracket.
Ivandro da Silva