20 Polite Synonyms for “I Am Writing to Let You Know”

In the world of professional communication, effective communication is essential. Whether you’re drafting an email, sending a memo, or delivering a report, the way you phrase your messages can influence how the information is received. One common phrase that often pops up in emails is “I am writing to let you know.” While it’s perfectly polite and clear, it can quickly become repetitive. Using a variety of polite synonyms can add more engaging messages and improve your message tone, enhancing the overall quality of your professional correspondence.

In this article, we will explore 20 polite synonyms for “I am writing to let you know”. Each synonym will be accompanied by a scenario example, demonstrating how it can be applied in different contexts, such as formal communication and professional email writing. By varying your language and employing these alternatives, you’ll be able to express yourself with greater flexibility and professionalism, which is key in professional writing tips.

1. I wanted to inform you

Synonyms for “I am writing to let you know” can be as simple as switching to “I wanted to inform you.” This expression is soft and formal while conveying the same meaning.

Scenario Example: “Dear Mr. Anderson,

I hope this email finds you well. I wanted to inform you that the meeting scheduled for next Tuesday has been postponed to the following week. Kindly let me know if you have any questions.

Best regards,
Emily”

In this example, “inform” serves as a polite and professional alternative to “let you know,” maintaining a polite expression in emails.

2. I wish to notify you

When writing corporate emails, it’s often helpful to use more formal alternatives. “I wish to notify you” is a great choice.

Scenario Example: “Dear Sarah,

I hope you’re having a productive week. I wish to notify you that our office will be closed for the upcoming holiday season. Please plan accordingly.

Kind regards,
David”

Here, notification maintains message variety and offers a professional tone that suits formal communication.

3. I’d like to update you

This is an excellent choice for scenarios where you’re sharing important updates, especially in project management or business communication.

Scenario Example: “Hi John,

I hope you’re doing well. I’d like to update you on the progress of the project. We’re nearing completion and expect to finish within the next two days.

Best,
Rachel”

“I’d like to update you” sounds conversational while maintaining a polite tone, making it a great option for engaging messages.

4. Please be advised

“Please be advised” is a commonly used phrase in corporate email phrases, particularly when delivering critical information or instructions.

Scenario Example: “Dear Ms. Thompson,

Please be advised that the deadline for submitting the quarterly reports has been extended until next Friday. Kindly adjust your schedule accordingly.

Best regards,
Thomas”

This phrase is clear, authoritative, and conveys the necessary informing politely tone.

5. I would like to inform you

This is another refined way to present information. It is similar to “I wanted to inform you” but adds an extra level of politeness in communication by using the formal “would like.”

Scenario Example: “Dear Helen,

I trust all is well. I would like to inform you that the new software will be deployed starting next Monday. Training sessions will be available for all team members.

Sincerely,
Sophia”

“I would like to inform you” adds a touch of formality and politeness, which is essential in professional correspondence.

6. Just a quick note to inform you

This more casual option is useful when communicating with colleagues or familiar recipients while still maintaining professionalism.

Scenario Example: “Hi Alex,

Just a quick note to inform you that the client meeting has been rescheduled to Thursday at 10 AM. Hope this doesn’t interfere with your other commitments.

Cheers,
Daniel”

Here, the phrase provides message variety while avoiding overly formal language.

7. I am pleased to inform you

This phrase works great when delivering good news or positive updates. It conveys a sense of enthusiasm and professionalism.

Scenario Example: “Dear Ms. Carter,

I am pleased to inform you that your application has been accepted. Congratulations! You will receive further instructions shortly.

Best wishes,
Michael”

By starting with “I am pleased to inform you,” you instantly create a polite expression that enhances the message tone.

8. This is to notify you

This is another formal expression often used in professional language alternatives to convey messages with authority.

Scenario Example: “Dear Mrs. O’Connor,

This is to notify you that the meeting room has been reserved for your session next Monday from 2 to 4 PM. Please confirm if you require any additional arrangements.

Regards,
James”

It’s a straightforward and efficient way to communicate key information in formal communication.

9. I wanted to make you aware

This expression emphasizes the importance of the information being shared without sounding too stiff.

Scenario Example: “Dear Emma,

I hope all is well. I wanted to make you aware of an upcoming change in our office hours. Starting next month, we’ll be opening later on Fridays.

Best,
Olivia”

This phrase can help with language variation in emails while still

maintaining politeness.

10. Just to keep you in the loop

This casual yet professional expression is perfect for communicating with colleagues or clients where you want to keep them updated on something relevant.

Scenario Example: “Hi Mark,

Just to keep you in the loop, we’ve made some changes to the project timeline. You can expect the final report to be delivered by the end of next week.

Thanks,
Lily”

Using this phrase brings a more personalized message and makes the email feel less formal and more like a conversation.

11. I would like to bring to your attention

When conveying information that might need the recipient’s immediate attention, this phrase is effective and polite.

Scenario Example: “Dear Richard,

I would like to bring to your attention that the system will be undergoing maintenance tomorrow at 3 PM. Please ensure all critical tasks are completed beforehand.

Sincerely,
Amanda”

This expression is formal and communicates urgency, making it great for professional email writing.

12. This email serves as a reminder

When you need to follow up on previous communication, this polite phrase comes in handy.

Scenario Example: “Dear Karen,

I hope you’re doing well. This email serves as a reminder that the quarterly report is due by Friday. Kindly ensure all sections are submitted on time.

Best regards,
Ethan”

This phrase keeps the tone polite while reminding the recipient of an impending deadline, avoiding any repetitive phrases.

13. I thought I would let you know

This informal, friendly phrase works well when communicating with colleagues in a more relaxed setting.

Scenario Example: “Hi Tom,

I thought I would let you know that the proposal has been approved, and we can now move forward with the next steps.

Cheers,
Zoe”

It strikes a balance between professionalism and friendliness, offering message variety.

14. I’d like to bring to your attention

This phrase is ideal when you want to formally address something important or a potential issue.

Scenario Example: “Dear Dr. Mitchell,

I’d like to bring to your attention that the client has requested a slight change to the original agreement. Please review the document and let me know your thoughts.

Best,
Sophie”

This approach is polite and professional, ensuring clarity without being overly formal.

15. I wanted to alert you

This phrase can be used in situations where you want to draw attention to a change or important news.

Scenario Example: “Dear Gary,

I wanted to alert you to a slight issue with the shipping schedule. The expected delivery date has been moved back by two days.

Regards,
Hannah”

“I wanted to alert you” is perfect for communicating politeness in communication while still sounding approachable.

16. Please note

I am writing to let you know”, Another classic that is polite and concise, especially for straightforward or important points.

Scenario Example: “Dear Nina,

Please note that the annual general meeting will take place on Wednesday, 15th. We hope to see you there.

Best regards,
Peter”

Email phrases like this one are clear, direct, and effective for getting the point across without unnecessary fluff.

17. I am contacting you to inform you

This is a more formal way to express the intent of your message, especially useful when introducing the reason for your email.

Scenario Example: “Dear Alice,

I am contacting you to inform you of an important update regarding our internal procedures. Please review the attached document for details.

Kind regards,
Paul”

This phrasing keeps things formal while giving a clear indication of message tone.

18. I’d like to make you aware

A slightly softer and more personal version of “I want to inform you,” it conveys both professionalism and warmth.

Scenario Example: “Hi Julie,

I am writing to let you know”, I’d like to make you aware that the team has completed the review process and your suggestions have been incorporated into the final document.

Best regards,
Liam”

This expression ensures the recipient feels respected while being informed.

19. I hope this message finds you well

This popular email phrase often precedes the main content of the message. It’s polite, thoughtful, and widely used in both formal and informal contexts.

Scenario Example: “Dear Charles,

I hope this message finds you well. I wanted to share the updates regarding the upcoming event. The details are outlined in the attached schedule.

Warm regards,
Jenna”

Using such expressions adds a human touch to your professional correspondence, making it feel more message personalized.

20. Just a heads up

I am writing to let you know”, This casual expression is used when you want to provide a brief update or alert someone without sounding too formal.

Scenario Example: “Hey Ben,

Just a heads up: we’ll need to reschedule the meeting due to a conflict in my calendar. Let me know when you’re available this week.

Cheers,
Chris”

This phrase is excellent for informing politely in less formal settings while maintaining a sense of professionalism.

In professional email writing, it’s crucial to consider language variation in emails to keep your messages fresh and avoid sounding robotic or repetitive. By incorporating these polite synonyms into your communication, you’ll be able to improve your communication effectiveness, ensuring your emails sound natural and thoughtful.

Using alternatives for “I am writing to let you know” allows for a range of tones and allows you to improve message tone. Whether you’re looking for polite expressions in emails, professional language alternatives, or synonym lists for emails, having a variety of ways to communicate can elevate your professional image and establish clear and engaging dialogue.

Conclusion

I am writing to let you know, Mastering politeness in communication through these alternative expressions will set you apart as a thoughtful and effective communicator. By incorporating these polite synonyms into your writing, you’ll ensure your professional correspondence is both courteous and clear, enhancing your communication styles and email etiquette. Happy writing!