Introduction
In today’s fast-paced business environment, the art of professional communication has become more crucial than ever. While the phrase “I am writing to let you know” has long been a staple in business correspondence, modern communication demands more sophistication and variety.
This comprehensive guide explores numerous alternatives that can enhance your professional communication, making it more impactful and engaging.
The Psychology of Professional Communication
Impact of Opening Phrases
Your opening line sets the tone for the entire message. Research shows that the first 7-10 words of any communication significantly influence how recipients perceive both the message and the sender. By choosing the right opening phrase, you can:
- Establish credibility and authority
- Create a positive first impression
- Increase the likelihood of message engagement
- Set appropriate expectations for the content
Context Sensitivity Table
| Communication Context | Formality Level | Recommended Approach | Example Phrase |
|---|---|---|---|
| Executive Communication | Very High | Direct, respectful, authoritative | “I am writing to apprise you of…” |
| Peer-to-Peer Updates | Medium | Friendly, professional | “I wanted to loop you in on…” |
| Team Announcements | Medium-Low | Inclusive, engaging | “Here’s an important update about…” |
| Client Communication | High | Professional, service-oriented | “I’m reaching out to inform you about…” |
| Emergency Updates | High | Clear, urgent, direct | “Please be immediately advised…” |
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1. “I’m Writing to Apprise You”
This sophisticated expression demonstrates executive communication skills while maintaining a formal yet approachable tone in professional settings.
Example:
Subject: Strategic Partnership Update
Dear Mr. Thompson, I’m writing to apprise you of our successful negotiations with TechCorp regarding the upcoming joint venture. The preliminary agreements have been signed.
Best regards, Jonathan
In this example, the phrase effectively conveys important business updates and strategic information while maintaining appropriate formality for executive-level communication.
2. “I Wanted to Bring to Your Attention”
This phrase strikes a perfect balance between urgency and professional courtesy, making it ideal for highlighting important matters that require focused consideration.
Example:
Subject: Quality Control Findings
Dear Sarah, I wanted to bring to your attention some findings from our recent quality audit. Our team has identified several areas for improvement in the production process.
Kind regards, Michael
This usage demonstrates careful communication and professional alertness while maintaining a collaborative tone.
3. “Please Be Advised”
A formal phrase that carries authority and immediacy, perfect for official announcements or compliance-related communications.
Example:
Subject: Building Maintenance Schedule
Dear Tenants, Please be advised that the annual fire safety inspection will take place next Tuesday between 9 AM and 12 PM. Your cooperation is greatly appreciated.
Best regards, Building Management
This example shows how the phrase can convey official notifications and important updates with appropriate gravity.
4. “I’m Pleased to Inform You”
This positive phrase combines professional enthusiasm with formal communication, perfect for delivering good news or achievements.
Example:
Subject: Promotion Announcement
Dear Jessica, I’m pleased to inform you that you have been selected for the Senior Project Manager position. Your exceptional performance over the past year has made this decision clear.
Congratulations, HR Director
The phrase effectively communicates positive developments while maintaining professional decorum.
5. “Allow Me to Update You”
A courteous phrase that shows respect and consideration while preparing the recipient for new information.
Example:
Subject: Client Project Status
Dear Team, Allow me to update you on the progress of the Wilson account. We’ve exceeded our quarterly targets and received excellent client feedback.
Best, Project Lead
This usage demonstrates professional courtesy and effective leadership communication.
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6. “I Thought You Should Know”
A slightly more casual but still professional phrase, perfect for peer-to-peer communication and team updates.
Example:
Subject: Resource Availability
Hi Mark,
I thought you should know that the design team has some unexpected bandwidth next week. This might help with your upcoming campaign planning.
Cheers, Lisa
The phrase maintains professional awareness while fostering collaborative relationships.
7. “This is to Inform You”
A direct and clear phrase that emphasizes official communication while maintaining professional distance.
Example:
Subject: Policy Update
Dear Employees,
This is to inform you that our remote work policy has been updated to include flexible hours. The new guidelines are attached for your review.
Regards, HR Department
This example shows how to handle policy communications and formal announcements.
8. “I’d Like to Notify You”
A polite and formal phrase that conveys respectful communication while maintaining professional boundaries.
Example:
Subject: Schedule Change
Dear Dr. Williams,
I’d like to notify you that tomorrow’s board meeting has been rescheduled to 3 PM to accommodate international participants.
Best regards, Executive Assistant
The phrase works well for professional notifications and schedule management.
9. “Just a Quick Note to Let You Know”
A friendly yet professional phrase that works well for brief updates and informal business communications.
Example:
Subject: Team Lunch Update
Hi Team,
Just a quick note to let you know that this Friday’s team lunch will be catered by Milano’s. Please submit your menu preferences by tomorrow afternoon.
Best, Office Manager
This phrase effectively balances casual professionalism with clear communication.
10. “For Your Information”
A direct and efficient phrase suitable for routine updates and general announcements.
Example:
Subject: Office Supply Restock
Dear Colleagues,
For your information, we’ve restocked the supply room with new printing materials and office essentials. Please let me know if you need anything specific ordered.
Thanks, Admin Team
This usage demonstrates practical communication and organizational efficiency.
11. “I Want to Make You Aware”
A phrase that conveys thoughtful consideration and professional responsibility.
Example:
Subject: System Maintenance Alert
Dear Users,
I want to make you aware that our servers will undergo maintenance this weekend. Please save all important work by Friday evening.
Regards, IT Support
The phrase effectively communicates important notices while maintaining professional courtesy.
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12. “I’m Writing to Share”
A collaborative and engaging phrase perfect for positive communications and team updates.
Example:
Subject: Team Achievement
Dear Department,
I’m writing to share some excellent news about our team’s recent innovation award. Our sustainable packaging design received top honors at the industry conference.
Proudly, Design Director
This example shows how to combine professional pride with formal announcement.
13. “This Message is to Confirm”
A precise and formal phrase ideal for verification purposes and follow-up communications.
Example:
Subject: Meeting Confirmation
Dear Ms. Johnson,
This message is to confirm our strategic planning session scheduled for next Tuesday at 2 PM in the main conference room.
Best regards, Executive Secretary
The phrase demonstrates professional organization and attention to detail.
14. “I’d Like to Draw Your Attention To”
A formal phrase that emphasizes importance and urgency while maintaining professionalism.
Example:
Subject: Important Deadline Reminder
Dear Project Team, I’d like to draw your attention to the approaching deadline for the quarterly reports. All submissions are due by next Friday.
Best regards, Project Coordinator
This usage shows professional alertness and proactive communication.
15. “I’m Reaching Out Regarding”
A modern and professional phrase suitable for initial contact and follow-up communications.
Example:
Subject: Partnership Opportunity
Dear Mr. Chen,
I’m reaching out regarding the potential collaboration we discussed at last week’s industry conference. I’ve attached a detailed proposal for your review.
Kind regards, Business Development Manager
The phrase effectively initiates professional dialogue while maintaining business etiquette.
16. “This is a Courtesy Notice”
A formal phrase that emphasizes professional consideration and thoughtful communication.
Example:
Subject: Building Access Update
Dear Tenants,
This is a courtesy notice about the upcoming security system upgrade. New access cards will be distributed next Monday.
Best regards, Property Management
This example demonstrates professional service and proactive information sharing.
17. “I Would Like to Update You On”
A formal yet approachable phrase perfect for progress reports and status updates.
Example:
Subject: Project Milestone Report
Dear Stakeholders,
I would like to update you on the significant progress we’ve made with the international expansion project. We’re currently ahead of schedule and under budget.
Best regards, Project Manager
The phrase combines professional reporting with positive engagement.
18. “Important Information Regarding”
A direct and authoritative phrase suitable for critical communications and formal announcements.
Example:
Subject: Policy Changes
Dear Staff,
Important information regarding our updated security protocols: All employees must now use two-factor authentication for system access.
Regards, Security Team
This usage emphasizes crucial updates while maintaining professional authority.
19. “I’m Writing to Address”
A problem-solving phrase that shows proactive communication and professional responsibility.
Example:
Subject: Customer Feedback Response
Dear Mr. Smith,
I’m writing to address the concerns you raised about our delivery service. We’ve implemented several improvements based on your feedback.
Best regards, Customer Service Manager
The phrase demonstrates responsive communication and customer focus.
20. “Please Note the Following”
A clear and direct phrase for important instructions or procedural updates.
Example:
Subject: Holiday Schedule
Dear Team,
Please note the following changes to our December working hours. The office will operate on a modified schedule during the holiday season.
Regards, HR Director
This example shows clear direction and professional organization.
21. “I’m Pleased to Share”
An enthusiastic yet professional phrase perfect for positive announcements and achievements.
Example:
Subject: Company Achievement
Dear Colleagues,
I’m pleased to share that our company has been recognized as a top employer in the region for the third consecutive year.
Proudly, CEO
The phrase balances professional pride with formal communication.
22. “This Communication is to”
A formal phrase suitable for official notices and corporate communications.
Example: Subject: Annual Review Process
Dear Managers,
This communication is to outline the updated performance review procedures for the upcoming annual evaluations.
Best regards, HR Department
This usage demonstrates professional formality and clear purpose.
23. “I Wanted to Keep You Updated”
A friendly yet professional phrase ideal for ongoing communications and regular updates.
Example:
Subject: Project Status Update
Hi Team,
I wanted to keep you updated on our progress with the website redesign. We’ve completed the initial wireframes and are moving into the development phase.
Best, Creative Director
The phrase shows continuous engagement and professional oversight.
24. “I’m Writing to Officially Announce”
A formal and authoritative phrase perfect for major announcements and significant changes.
Example:
Subject: Leadership Transition
Dear Employees, I’m writing to officially announce the appointment of Sarah Chen as our new Chief Technology Officer, effective next month.
Best regards, CEO
This final example demonstrates executive communication and formal announcement at the highest professional level.
Formality Scale and Usage Guide
Formality Level Table
| Phrase | Formality Level (1-5) | Best Used For | Impact |
|---|---|---|---|
| “Please be advised…” | 5 | Legal notices, formal announcements | Creates distance, emphasizes authority |
| “I wanted to inform you…” | 3 | Regular updates, team communication | Maintains professionalism while being approachable |
| “Just looping you in…” | 2 | Internal updates, peer communication | Creates inclusivity, builds rapport |
| “FYI:” | 1 | Quick internal updates | Very casual, use with caution |
| “I am writing to apprise you…” | 5 | Executive communication, legal matters | Demonstrates sophistication and authority |
Conclusion
These 24 professional phrases provide a comprehensive toolkit for various business communication needs, from casual updates to formal announcements. By choosing the appropriate phrase based on context, audience, and purpose, you can ensure your message strikes the right tone while maintaining professional standards.
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Kayla Rogers is a writer at Slangy Text who loves exploring modern acronyms & slangs and how they shapes our conversations. She enjoys sharing fun and interesting articles that connect with readers. When she’s not writing, Kayla likes to keep up with the latest trends or relax with a good book.
