Opening an email with “I am writing to inform you” is grammatically correct, but let’s be honest — it’s also a little stiff. Used too often, it makes your writing feel robotic and generic, regardless of what comes after it.
The good news? There are dozens of alternatives that communicate the same intent while sounding warmer, more natural, or more context-appropriate. Whether you’re writing a formal business letter, a quick office update, or an official notification, this guide gives you 29+ ready-to-use alternatives — complete with examples, tone breakdowns, and tips on when to use each one.
When Should You Use These Alternatives?
Not every email situation calls for the same opener. Choosing the right phrase depends on three things: your relationship with the recipient, the nature of the information, and the level of formality required.
Here’s a quick reference to help you decide:
| Situation | Best Approach | Example Phrases |
| Formal business or legal correspondence | High formality | “Please be advised that,” “I wish to inform you” |
| Workplace updates to colleagues | Neutral/professional | “I wanted to let you know,” “I am writing to update you” |
| Company-wide announcements | Collective/formal | “We would like to inform you,” “We are writing to inform you” |
| Good news (approvals, confirmations) | Positive, warm | “I am pleased to inform you,” “I am writing to confirm” |
| Difficult news (rejection, delays) | Empathetic, careful | “I regret to inform you,” “I am writing to notify you” |
| Casual internal messages | Conversational | “Just wanted to let you know,” “Heads up” |
The core principle: match your tone to the relationship and the message. Formal phrases in casual settings can feel cold. Casual phrases in official letters can feel unprofessional. The alternatives below cover the full spectrum.
29+ Other Ways to Say “I Am Writing to Inform You”
1. “I am writing to let you know”
Tone: Friendly, semi-formal
Best for: Team emails, client updates, internal communication
This is one of the most versatile replacements on this list. It carries the same purpose as the original but sounds noticeably more natural and approachable. It works well when you want to maintain professionalism without sounding stiff.
Example: “I am writing to let you know that your application has been received and is currently under review.”
2. “I would like to inform you”
Tone: Polite, formal
Best for: Official notices, formal business emails
Slightly softer than the original, this phrase signals respect and care. The phrase “I would like” introduces a layer of politeness that the blunter “I am writing” lacks.
Example: “I would like to inform you that your subscription will renew automatically on the 15th of this month.”
3. “This email is to inform you”
Tone: Direct, formal
Best for: HR communications, administrative notices
This phrasing is clean and purposeful. It gets straight to the point without unnecessary padding, making it ideal for internal HR announcements or policy updates.
Example: “This email is to inform you that the office will be closed on Friday due to the public holiday.”
4. “I am pleased to inform you”
Tone: Positive, warm, formal
Best for: Approvals, acceptances, good news
Use this phrase when delivering favorable information. It signals a positive outcome before the reader even processes the content, creating an upbeat tone that reflects well on your organization.
Example: “I am pleased to inform you that your loan application has been approved.”
5. “I regret to inform you”
Tone: Empathetic, formal
Best for: Rejections, bad news, difficult announcements
This is the professional standard for delivering unwelcome information. It acknowledges the difficulty of the message while maintaining respect for the recipient. Avoid softening it to the point where the message becomes unclear.
Example: “I regret to inform you that we will not be moving forward with your candidacy at this time.”
6. “We would like to inform you”
Tone: Collective, formal
Best for: Organizational announcements, company-wide notices
Switching from “I” to “We” signals that the message comes from a team or organization rather than an individual. This is especially important when communicating policy changes, product updates, or official statements.
Example: “We would like to inform you of changes to our data privacy policy effective next month.”
7. “I am contacting you to inform you”
Tone: Neutral, professional
Best for: Cold outreach, first-contact emails
This phrase works well when you’re reaching out to someone for the first time. It acknowledges that you’re initiating contact while clearly stating your purpose.
Example: “I am contacting you to inform you that your warranty claim has been processed and approved.”
8. “I am writing to notify you”
Tone: Formal, official
Best for: Legal notifications, compliance emails, policy changes
“Notify” carries a slightly more official and legal connotation than “inform.” Use it when the information has binding or procedural significance.
Example: “I am writing to notify you that your account has been flagged for unusual activity.”
9. “Please be advised that”
Tone: Very formal, authoritative
Best for: Legal documents, regulatory communications, HR policies
This is one of the most formal phrases in professional communication. It signals that the information is important and possibly action-required. It’s commonly found in legal, compliance, and official HR correspondence.
Example: “Please be advised that failure to submit the required documents by Friday may result in a delay in processing.”
10. “This is to inform you”
Tone: Neutral, concise
Best for: Brief notices, internal memos
Short, clear, and unambiguous. This works well at the top of brief informational messages where getting to the point is the priority.
Example: “This is to inform you that the meeting scheduled for Monday has been moved to Wednesday at 2:00 PM.”
11. “I would like to notify you”
Tone: Polite, slightly formal
Best for: Workplace updates, customer communications
A polite middle ground between formal and conversational. It’s softer than “I am writing to notify you” while still carrying clear communicative intent.
Example: “I would like to notify you that your package has been dispatched and is on its way.”
12. “We are writing to inform you”
Tone: Formal, collective
Best for: Company announcements, client correspondence
Like #6, this collective form is appropriate when writing on behalf of an organization. It projects authority and inclusivity, signaling that the message represents a shared decision or update.
Example: “We are writing to inform you of upcoming changes to our terms of service.”
13. “I am reaching out to inform you”
Tone: Modern, professional, approachable
Best for: Sales emails, client follow-ups, professional outreach
“Reaching out” has become a standard phrase in modern business communication. Combined with “to inform you,” it creates a tone that feels proactive and engaged without being overly formal.
Example: “I am reaching out to inform you that your request has been assigned to our support team.”
14. “I wish to inform you”
Tone: Very formal, traditional
Best for: Formal letters, official correspondence
This phrase belongs to a more classical register of English. It’s well-suited to formal letters, official statements, and situations where elevated language is expected.
Example: “I wish to inform you that the board has approved the proposed budget for the upcoming fiscal year.”
15. “I am writing to update you”
Tone: Neutral, professional
Best for: Project status emails, follow-ups, progress reports
Use this phrase when your message isn’t breaking new ground but is providing a status update on something already in motion. It’s especially useful in project management and client communication contexts.
Example: “I am writing to update you on the progress of your order, which is currently in the final stages of processing.”
16. “I wanted to let you know”
Tone: Conversational, warm
Best for: Colleague emails, informal business communication
The past tense “wanted” adds a subtle warmth that makes the message feel more personal and less transactional. It’s great for internal messages among colleagues who already have an established working relationship.
Example: “I wanted to let you know that the client approved our proposal this morning.”
17. “I am informing you that”
Tone: Blunt, direct
Best for: Situations requiring absolute clarity
This is one of the more direct alternatives. There’s no softening — just the information. Reserve it for moments where clarity and speed are more important than rapport.
Example: “I am informing you that your access to the system will be suspended effective immediately.”
18. “We wish to inform you”
Tone: Formal, collective
Best for: Official organizational correspondence
Similar to “I wish to inform you” but written on behalf of a group. Appropriate for communications that come from a board, department, or company.
Example: “We wish to inform you that our offices will be relocating to a new address effective January 1st.”
19. “This message is to inform you”
Tone: Neutral, matter-of-fact
Best for: Brief notifications, formal emails
Virtually identical in tone to “This email is to inform you,” but more versatile since it can apply to letters, texts, or formal written messages of any type.
Example: “This message is to inform you that your refund has been processed and should appear within 5–7 business days.”
20. “I am writing regarding”
Tone: Formal, purposeful
Best for: Introductory emails, addressing a specific topic
This phrase doesn’t explicitly say “inform,” but it clearly signals the purpose of your message. It’s ideal when you’re addressing a specific matter that the reader already has context for.
Example: “I am writing regarding the invoice submitted on March 10th, which remains outstanding.”
21. “I am writing to advise you”
Tone: Formal, authoritative
Best for: Legal, financial, and compliance contexts
“Advise” carries a connotation of guidance or instruction. Use it when your message contains recommendations, official guidance, or procedural information that the recipient should act upon.
Example: “I am writing to advise you that all contractors must complete the updated compliance training by end of quarter.”
22. “For your information”
Tone: Neutral, sometimes informal
Best for: Forwarding information, supplementary context
Often seen abbreviated as “FYI,” this phrase works when you’re passing along information that may be useful but doesn’t necessarily require action. Use it carefully in formal contexts, as it can sometimes come across as dismissive.
Example: “For your information, the quarterly report has been uploaded to the shared drive.”
23. “I would like to bring to your attention”
Tone: Formal, emphatic
Best for: Raising concerns, flagging important issues
This phrase implies that the information you’re sharing deserves special notice. It’s appropriate when you want to highlight something the recipient may have overlooked or needs to prioritize.
Example: “I would like to bring to your attention a discrepancy in the figures submitted last week.”
24. “I am writing to share”
Tone: Collaborative, friendly
Best for: Internal updates, newsletters, positive news
“Share” implies openness and collaboration. It’s less transactional than “inform” and works well when you want to build connection or engagement alongside delivering information.
Example: “I am writing to share some exciting updates about our upcoming product launch.”
25. “I am sending this email to inform you”
Tone: Explicit, clear
Best for: Situations where the channel matters (e.g., distinguishing from a phone call or letter)
This longer form is useful when you want to make it crystal clear that this is an email communication — particularly helpful in multi-channel communication strategies.
Example: “I am sending this email to inform you that the terms of your contract have been updated.”
26. “I am writing to confirm”
Tone: Reassuring, professional
Best for: Booking confirmations, agreements, follow-ups after verbal conversations
Confirmation emails serve a different purpose — they validate something that’s already been agreed upon. This phrase is ideal when the reader expects the information and you’re formalizing what was previously discussed.
Example: “I am writing to confirm your appointment scheduled for Thursday, June 12th at 10:00 AM.”
27. “This letter is to inform you”
Tone: Very formal, traditional
Best for: Physical letters, official printed correspondence
When writing an actual letter rather than an email, this phrase is appropriate. It signals the formal nature of the medium and the seriousness of the communication.
Example: “This letter is to inform you that your tenancy agreement will expire on September 30th and will not be renewed.”
28. “We would like to inform you that”
Tone: Formal, organizational
Best for: Customer service emails, policy updates, official announcements
One of the most commonly used alternatives in corporate communication. It’s professional, inclusive, and clear — a reliable choice for almost any organizational context.
Example: “We would like to inform you that our support hours have changed and we are now available Monday through Saturday, 8 AM to 8 PM.”
29. “I am writing to bring you up to speed”
Tone: Informal-professional, energetic
Best for: Project updates, team briefings, fast-moving situations
This phrase is more dynamic and conversational. It’s perfect for fast-paced environments where you need to quickly catch someone up on a situation.
Example: “I am writing to bring you up to speed on the changes made to the project timeline following yesterday’s meeting.”
Final Writing Tips
Knowing the alternatives is just the first step. Here’s how to use them effectively:
1. Match tone to context.
Formal alternatives like “Please be advised that” or “I wish to inform you” belong in legal, HR, and compliance communications. Conversational phrases like “I wanted to let you know” work better for internal team updates.
2. Consider your relationship with the reader.
Writing to a long-term client? A warmer phrase like “I am reaching out to inform you” builds connection. Writing to a regulatory body? Stick with “We wish to inform you” or “Please be advised.”
3. Don’t bury the message.
Whichever opener you choose, follow it immediately with the key information. Readers scan emails — your opening line should set up the next sentence, not delay it.
4. Use positive or empathetic framing when possible.
If you’re sharing good news, use “I am pleased to inform you.” If the news is difficult, “I regret to inform you” signals empathy before the reader reaches the hard part of the message.
5. Avoid overusing any single phrase.
Rotating between a few alternatives keeps your communication sounding fresh and thoughtful — especially when you’re emailing the same person frequently.
6. Keep the rest of the email concise.
A strong opener does its job in one sentence. The real work is in the body of the email. Once you’ve set the tone, get to the point quickly and respect your reader’s time.
David is the creator and author behind Healthy Leeks, a platform focused on grammar, writing skills, and English language learning. Passionate about clear communication and effective writing, David shares practical grammar tips, easy-to-follow language guides, and educational content to help readers improve their English with confidence.
