Whether you are writing emails, letters, or reports, starting with “I am writing to inform you” is a standard way to convey important information.
However, using the same phrase repeatedly can make your communication sound stiff or repetitive. Learning other ways to say “I am writing to inform you” can help you sound more fluent, professional, and natural in English.
Choosing the right words also affects tone. Some alternatives are formal and suitable for business communication, while others are casual and fit personal messages.
By expanding your vocabulary, you can adjust your tone, show professionalism, and make your messages more engaging.
This article provides 21+ alternatives, with explanations, examples, and usage tips, so English learners and professionals can communicate clearly and confidently.
What Does “I Am Writing to Inform You” Mean?
Definition:
The phrase “I am writing to inform you” is a formal expression used to let the reader know that the writer is providing information or delivering news.
Grammar Breakdown
- I am writing → Present continuous tense, indicates an action happening now
- to inform you → Purpose of the action, explains why the writing is being done
Function: It signals that the content of your message is important and factual.
When to Use “I Am Writing to Inform You”
This phrase is commonly used in various contexts:
✔ Formal Contexts
- Business emails
- HR announcements
- Academic notifications
- Legal or official communications
✔ Informal Contexts
- Personal updates
- Notifications to friends or colleagues in less strict settings
✔ Written Use
- Emails, memos, letters, notices
✔ Spoken Use
- Speeches or presentations where you want to formally introduce information
Is It Professional or Polite to Say “I Am Writing to Inform You”?
Yes. The phrase is polite, formal, and widely accepted in professional communication.
When It Works Well:
- Corporate emails
- Academic notifications
- Official announcements
When to Use Alternatives:
- In casual messages to friends
- When you want a more engaging or dynamic tone
- To avoid sounding overly formal or bureaucratic
Pros and Cons of Using “I Am Writing to Inform You”
Pros:
- Clear and formal
- Professional and polite
- Easy for English learners
- Signals importance
Cons:
- Can sound repetitive or stiff
- May feel overly formal in casual settings
- Lacks creativity or warmth
- Can make emails feel impersonal
12 Other Ways to Say “I Am Writing to Inform You”
Here are 12 alternatives with their meanings, usage tips, and examples:
1. Phrase: I Would Like to Inform You
Meaning: Polite way to provide information.
Explanation: Slightly less formal than “I am writing to inform you” but still professional.
Example Sentence: “I would like to inform you that the meeting has been rescheduled to Friday.”
Best Use: Business, Formal
Worst Use: Very casual chats
Tone: Formal / Neutral
2. Phrase: I Am Reaching Out to Let You Know
Meaning: Informal, modern way to share information.
Explanation: Works well in emails and casual professional settings.
Example Sentence: “I am reaching out to let you know that your application has been approved.”
Best Use: Semi-formal, Business, Informal
Worst Use: Legal or highly formal letters
Tone: Friendly / Neutral
3. Phrase: I Would Like to Bring to Your Attention
Meaning: Highlights important information for the reader.
Explanation: Used when information is significant or requires action.
Example Sentence: “I would like to bring to your attention the changes in the company policy.”
Best Use: Formal, Business
Worst Use: Casual personal messages
Tone: Formal / Emphatic
4. Phrase: Please Be Informed That
Meaning: Direct and formal way to provide information.
Explanation: Often used in official notices or HR communications.
Example Sentence: “Please be informed that the office will be closed on Monday for maintenance.”
Best Use: Formal, Corporate
Worst Use: Informal or friendly emails
Tone: Formal / Neutral
5. Phrase: I Would Like to Notify You
Meaning: Polite and slightly formal way to communicate news.
Explanation: Suitable for emails, letters, and official announcements.
Example Sentence: “I would like to notify you that your request has been approved.”
Best Use: Formal, Business
Worst Use: Casual texts or informal messages
Tone: Formal / Neutral
6. Phrase: I Am Writing to Advise You
Meaning: Informing someone with a suggestion or guidance.
Explanation: Often used in professional, academic, or advisory contexts.
Example Sentence: “I am writing to advise you that the deadline for submission has changed.”
Best Use: Formal, Professional
Worst Use: Casual, personal situations
Tone: Formal / Neutral
7. Phrase: I Am Writing to Notify You
Meaning: Similar to “inform,” emphasizes official notification.
Explanation: Very formal, ideal for business, legal, or academic contexts.
Example Sentence: “I am writing to notify you about the upcoming audit schedule.”
Best Use: Formal, Professional
Worst Use: Casual or friendly emails
Tone: Formal / Neutral
8. Phrase: I Would Like to Make You Aware
Meaning: Draws attention to information politely.
Explanation: Works well in professional communications.
Example Sentence: “I would like to make you aware of the new safety protocols in place.”
Best Use: Business, Formal
Worst Use: Informal texts
Tone: Formal / Neutral
9. Phrase: I Am Writing to Let You Know
Meaning: Informal, conversational alternative.
Explanation: Suitable for casual business emails or friendly updates.
Example Sentence: “I am writing to let you know that the team meeting will start at 10 AM.”
Best Use: Semi-formal, Informal
Worst Use: Legal or strict corporate letters
Tone: Friendly / Neutral
10. Phrase: I Want to Update You
Meaning: Provides new or recent information.
Explanation: Informal and modern; commonly used in emails and chats.
Example Sentence: “I want to update you on the project’s progress.”
Best Use: Informal, Semi-formal
Worst Use: Formal official notifications
Tone: Friendly / Neutral
11. Phrase: I Am Writing to Bring to Your Attention
Meaning: Highlights important or urgent information.
Explanation: Combines politeness with emphasis; professional tone.
Example Sentence: “I am writing to bring to your attention the recent changes to the schedule.”
Best Use: Formal, Business
Worst Use: Casual personal emails
Tone: Formal / Emphatic
12. Phrase: I Would Like to Make You Informed
Meaning: Slightly formal and polite way to communicate information.
Explanation: Less common, but works in formal business letters.
Example Sentence: “I would like to make you informed of the upcoming policy changes.”
Best Use: Formal, Business
Worst Use: Informal conversations
Tone: Formal / Neutral
Comparison Table of Top 7 Alternatives
| Phrase | Tone | Best Use | Worst Use |
|---|---|---|---|
| I Would Like to Inform You | Formal | Business, Professional | Casual messages |
| I Am Reaching Out to Let You Know | Friendly | Semi-formal, Email | Legal documents |
| Please Be Informed That | Formal | Corporate, Official | Personal texts |
| I Would Like to Bring to Your Attention | Emphatic | Business, HR | Informal emails |
| I Am Writing to Advise You | Neutral | Professional | Personal chats |
| I Am Writing to Let You Know | Friendly | Semi-formal, Email | Legal notices |
| I Want to Update You | Friendly | Informal, Work chats | Official letters |
FAQs
Q1: Can I use these phrases in emails to clients?
Yes. Phrases like “I would like to inform you” or “Please be informed that” are perfect for client communication.
Q2: Which phrases are best for informal updates?
Use “I am writing to let you know” or “I want to update you” for casual emails or messages.
Q3: Are there alternatives for very urgent notifications?
Yes. Use “I would like to bring to your attention” or “Please be informed that” to emphasize importance.
Q4: Can these alternatives be used in academic settings?
Absolutely. Formal options like “I am writing to advise you” or “I would like to notify you” are suitable for professors or administrative communication.
Q5: How do I make my email sound less stiff?
Combine formal phrases with friendly language, like:
“I am reaching out to let you know about the upcoming meeting. We look forward to your participation.”
Conclusion
Using different phrases for “I am writing to inform you” helps you sound fluent, professional, and confident in English.
While the original phrase is clear and formal, alternatives allow you to adjust tone, suit context, and engage readers effectively.
Whether in business emails, academic notices, or personal updates, experimenting with these expressions can make your writing polished, natural, and versatile. Practice these alternatives to enhance both clarity and style in your communication.
David Jonson is an experienced English language writer who specializes in clear, practical, and learner-friendly content. He helps students and professionals improve their communication skills with confidence.