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

When crafting professional emails, one of the key components of communication is ensuring your tone is both clear and polite. Using phrases like “I am writing to let you know” is common, but it’s always beneficial to expand your vocabulary and utilize different, more formal, or more concise alternatives depending on the context. This article will explore a variety of polite synonyms for the phrase “I am writing to let you know” and provide relevant scenario examples for each one. We’ll also cover how to incorporate these alternatives naturally into emails and letters.

Understanding the Meaning and Usage of “I Am Writing to Let You Know”

Before diving into the alternatives, it’s important to grasp the meaning of the phrase “I am writing to let you know.” Generally, it is used to inform someone about something—be it an update, news, or a decision. It is a polite, formal way to introduce new information. I am writing to let you know that there are more varied and sophisticated expressions that can be used in professional communication to achieve the same purpose.

Example Scenario:

Email Subject: Change in Project Deadline

Email Body:

Dear Sarah,

I am writing to let you know that the project deadline has been extended by one week. Please plan accordingly.

Kind regards,
John

This straightforward sentence is clear, but we can make the tone a bit more nuanced and professional by using alternatives.

1. I Am Writing to Inform You

This is a direct and slightly more formal variation of “I am writing to let you know.” It’s commonly used in professional emails when the intent is to convey important information clearly and formally.

Example Scenario:

Email Subject: Change in Meeting Time

Email Body:

Dear Mr. Thompson,

I am writing to inform you that the meeting scheduled for Monday has been moved to Wednesday at 2:00 PM. I apologize for any inconvenience this may cause.

Best regards,
Emily

The phrase “I am writing to inform you” adds a level of formality, ideal for business settings where clear, professional communication is essential.

2. I Would Like to Inform You

I am writing to let you know that this phrase is slightly less direct and adds a tone of politeness and formality. It’s a great choice when you want to sound both courteous and professional.

Example Scenario:

Email Subject: Update on Your Application Status

Email Body:

Dear Mrs. Carter,

I would like to inform you that we have reviewed your application and are pleased to inform you that you have been shortlisted for the next round of interviews.

Best regards,
HR Department

The phrase “I would like to inform you” works well when making announcements in emails where you want to show respect to the recipient.

3. I Am Writing to Notify You

This is a formal and somewhat more impersonal synonym. It is effective for emails in which you’re passing along crucial or official information.

Example Scenario:

Email Subject: Change in Office Policy

Email Body:

Dear Staff,

I am writing to notify you of a change in our office policy regarding work hours. Effective immediately, the workday will now begin at 8:30 AM.

Thank you for your attention to this matter.
Best regards,
Michael

“I am writing to notify you” is best used when the information being shared requires the recipient’s acknowledgment and is of an official or formal nature.

4. I Would Like to Notify You

This is another polite way to convey the idea of informing someone about something. It’s slightly more gentle than “I am writing to notify you” and can be used in both formal and semi-formal settings.

Example Scenario:

Email Subject: Time Off Request

Email Body:

Hi Jack,

I would like to notify you that I will be taking the day off on Friday due to personal reasons. Please let me know if you need anything from me before then.

Best regards,
Mia

This alternative feels a bit softer and is appropriate for less formal emails, such as those sent between colleagues or to supervisors with whom you have a good rapport.

5. Just to Let You Know

A less formal, but still polite, way of conveying information. This phrase is appropriate for when the information being shared isn’t necessarily urgent but still requires communication.

Example Scenario:

Email Subject: Project Update

Email Body:

Dear Lisa,

Just to let you know, the client has approved the final draft, so we can now proceed with the next phase of the project.

Best regards,
Carlos

This phrase can be used when you want to inform someone about something in a friendly, yet professional way, especially in informal or internal communications.

6. I Just Wanted to Let You Know (Professional Way)

This is a more relaxed alternative to the earlier phrases. While it is still polite, it leans slightly toward a conversational tone. It’s often used when delivering updates or information that may not need an immediate response.

Example Scenario:

Email Subject: Upcoming Conference

Email Body:

Hi Rachel,

I just wanted to let you know that the conference next month has been moved to a virtual format. I’ll send more details closer to the date.

Best regards,
Dan

This phrase works well when you are informing someone about something that’s not of critical importance but still worth sharing.

7. Wanted to Let You Know (Synonym)

A more informal variation, but still polite. This phrase is typically used in emails between colleagues or when addressing a recipient with whom you have an established relationship.

Example Scenario:

Email Subject: Schedule Update

Email Body:

Hey Ben,

I wanted to let you know that I will be out of the office tomorrow for a meeting, but I’ll be available on my phone if anything urgent comes up.

Cheers,
Jason

“Wanted to let you know” is a bit less formal than the others but still a friendly, clear way to convey information.

8. I Am Writing to Inform You That (Sample)

This variant is ideal when you need to provide specific details about the information you are sharing. It’s useful when you want to ensure clarity and precision in your communication.

Example Scenario:

Email Subject: Company Event Announcement

Email Body:

Dear Team,

I am writing to inform you that our annual company event will take place on the 15th of February. Please mark your calendars accordingly.

Kind regards,
Jessica

This form of writing is often used in formal emails when you need to clarify specific details and offer further explanations or instructions.

9. I Am Writing to Inform You of My Resignation

When resigning from a job, it is essential to craft a professional and respectful resignation letter or email. This phrase is commonly used in such situations and helps maintain a formal tone.

Example Scenario:

Email Subject: Resignation Letter

Email Body:

Dear Mr. Jenkins,

I am writing to inform you of my resignation from my position as Senior Analyst, effective two weeks from today. It has been a pleasure working with the team, and I appreciate the opportunities provided.

Sincerely,
Ryan

In cases of resignation, clarity and professionalism are vital, and “I am writing to inform you of my resignation” provides a clear, respectful way to communicate this important decision.

10. I Am Writing to Inform You (Formal)

This is one of the most professional ways to convey important information. It’s ideal for formal communication, particularly in corporate, academic, or legal settings.

Example Scenario:

Email Subject: Official Notice of Leave

Email Body:

Dear Dr. Harper,

I am writing to inform you that I will be taking a leave of absence from my duties starting January 10th due to personal reasons. Please let me know if you require any further documentation.

Best regards,
Olivia

For formal notifications, “I am writing to inform you” ensures that your message is professional and appropriate.

11. I Am Writing to Inform You of

This alternative is both polite and professional, often used when sharing specific details or information about a situation or event. It provides a sense of formal announcement and clarity.

Example Scenario:

Email Subject: Policy Update

Email Body:

Dear Team,

I am writing to inform you of a new policy regarding vacation requests, which will be effective starting next month. All requests must be submitted at least three weeks in advance to ensure approval.

Kind regards,
HR Department

This phrase helps to introduce a more formal tone when communicating important or procedural updates.

12. I Wanted to Inform You

This expression is polite and slightly less formal than “I am writing to inform you” but still maintains a professional tone. It’s appropriate for both formal and semi-formal communications.

Example Scenario:

Email Subject: Meeting Reschedule

Email Body:

Dear Tom,

I wanted to inform you that the meeting originally scheduled for Thursday has been postponed until next Tuesday at 10:00 AM. Please adjust your schedule accordingly.

Best regards,
Sarah

Using “I wanted to inform you” conveys the message in a polite, approachable manner while maintaining professionalism.

13. I Am Reaching Out to Let You Know

This phrase is often used when you are attempting to make contact or initiate communication with someone. It is still polite and clear, making it suitable for less formal professional interactions.

Example Scenario:

Email Subject: Update on Software Deployment

Email Body:

Hi Angela,

I am reaching out to let you know that the new software update has been deployed successfully. Please let me know if you encounter any issues.

Best regards,
Mark

“I am reaching out to let you know” is great for more conversational yet professional contexts, such as providing updates in projects or other operational matters.

14. Just to Keep You Informed

This phrase is helpful when you are providing ongoing updates or ensuring someone stays up-to-date with a particular situation. It’s ideal for emails where regular communication is expected.

Example Scenario:

Email Subject: Project Status

Email Body:

Dear Rachel,

Just to keep you informed, we are on track to complete the first phase of the project by the end of the week. I will send you a detailed report on Monday.

Kind regards,
Brian

This phrase is a polite and effective way to maintain transparency, especially for long-term projects or situations that require frequent updates.

15. I Just Wanted to Inform You

This version of “I just wanted to let you know” feels more personal and slightly informal. It’s perfect for emails to colleagues, clients, or others with whom you have an established relationship.

Example Scenario:

Email Subject: Changes in Office Hours

Email Body:

Hi Kevin,

I just wanted to inform you that the office will be closing at 3:00 PM on Friday for the holiday. If you need anything before then, feel free to reach out.

Best regards,
Jessica

It’s a polite way of communicating information, especially for non-urgent updates.

16. For Your Information (FYI)

While more commonly used as an abbreviation, “FYI” can also be used in full when a more formal tone is desired. This phrase is ideal when the information being shared doesn’t require immediate action but is still important for the recipient to know.

Example Scenario:

Email Subject: New Office Address

Email Body:

Dear Team,

For your information, we have moved to a new office location at 120 Baker Street. Please update your records accordingly.

Best regards,
Helen

FYI works well for emails where you are simply informing someone, but not necessarily expecting a response.

17. I Would Like to Bring to Your Attention

This phrase is more formal and implies that the information you are sharing is important and requires the recipient’s focus. It’s often used in business and professional correspondence.

Example Scenario:

Email Subject: Upcoming Compliance Deadline

Email Body:

Dear David,

I would like to bring to your attention that the compliance deadline for submitting your quarterly reports is next Friday. Kindly ensure that all necessary documents are submitted by then.

Best regards,
Emma

This formal expression is useful when addressing someone in a professional setting where the information shared may have deadlines or obligations attached.

18. Please Be Advised That

This is another formal expression, often used in legal, business, or official communication. It serves as a polite and respectful way to convey important information that requires the recipient’s awareness.

Example Scenario:

Email Subject: Notice of Policy Change

Email Body:

Dear Mr. Turner,

Please be advised that the company’s policy on remote work has changed. Employees must now be in the office at least three days per week, effective immediately.

Sincerely,
Jennifer

The phrase is professional and commands attention, making it ideal for formal notifications that require a serious tone.

19. Just to Clarify

This expression is particularly helpful when you want to provide further explanation or make sure there is no confusion about the message you are conveying. It’s polite and shows that you’re trying to be clear.

Example Scenario:

Email Subject: Clarification on Vacation Policy

Email Body:

Hi Laura,

Just to clarify, the new vacation policy applies to all employees, regardless of seniority. You are entitled to 15 days off annually, starting from your first year.

Regards,
Tom

Using “just to clarify” shows that you are being thorough and considerate, ensuring the recipient understands the details of the message.

20. I Am Contacting You to Inform You

This version emphasizes the act of contacting someone, making it slightly more formal while maintaining a clear and polite tone.

Example Scenario:

Email Subject: New Staff Introduction

Email Body:

Dear Ms. Green,

I am contacting you to inform you that we have hired a new marketing director, Alex Walker, who will be joining us next Monday. Please join me in welcoming him to the team.

Best regards,
Peter

The use of “I am contacting you to inform you” is a professional way to introduce someone or share important announcements.

21. Please Note That

This expression is often used to highlight essential information that the recipient should be aware of. It’s less formal than some of the previous alternatives but still quite professional.

Example Scenario:

Email Subject: Extended Business Hours

Email Body:

Dear John,

Please note that the office will be open from 8:00 AM to 7:00 PM next week to accommodate the increased workload during the holiday season.

Best regards,
Susan

This phrase is effective when you want to emphasize key details while maintaining a courteous tone.

22. I Wanted to Bring to Your Attention

Similar to “I would like to bring to your attention”, this phrase is slightly less formal but still conveys the need for the recipient to be aware of specific information.

Example Scenario:

Email Subject: Marketing Campaign Results

Email Body:

Hi Brian,

I wanted to bring to your attention that the marketing campaign we launched last month has exceeded our expectations, with a 30% increase in customer engagement.

Regards,
Catherine

It’s ideal for casual yet still professional communications where you wish to highlight a point of interest.

23. I’m Writing to Advise You

This phrase is typically used when offering guidance or advice in a professional context. It’s often applied in situations where the information being shared is intended to help the recipient make a decision.

Example Scenario:

Email Subject: Project Deadlines

Email Body:

Dear Steve,

I’m writing to advise you that the deadline for submitting the final proposal has been extended by two weeks. This should give you additional time to finalize your submission.

Best regards,
Maria

It’s a polite and professional way of providing advice or suggestions while keeping the recipient informed.

24. I Would Like to Share with You

This alternative is less direct than “I am writing to inform you” and conveys a sense of sharing or passing along information, which can feel more collaborative.

Example Scenario:

Email Subject: Feedback on Proposal

Email Body:

Dear Frank,

I would like to share with you the feedback we received from the client regarding the proposal. They have requested some revisions, which I’ve outlined in the attached document.

Best regards,
Laura

This phrase is useful when you want to position yourself as sharing important insights or updates, rather than just informing the recipient.

25. Just Wanted to Update You

A casual yet professional way to inform someone of the latest developments, this phrase is often used when providing status updates or progress reports.

Example Scenario:

Email Subject: Development Update

Email Body:

Hi Steve,

Just wanted to update you on the development of the new software. We are currently in the testing phase and expect to launch it in two weeks.

Cheers,
Daniel

It’s a great option for less formal or more frequent communication, especially when you don’t need to convey overly formal language.

Conclusion

The ability to vary your language and tone when writing professional emails helps to maintain clarity and professionalism, while also ensuring that the information is received well. By using different synonyms for “I am writing to let you know”, you can better match the tone of your message to the specific situation, whether formal, informal, or anywhere in between. Experimenting with these polite alternatives will enhance your communication skills and make your emails sound more polished and effective.