“Please Be Informed”: Mastering Formal Email Communication
In the professional world, effective communication is paramount. Emails are a primary mode of conveying information, and choosing the right phrasing is crucial for maintaining clarity and professionalism. The phrase “Please be informed” and its alternatives are frequently used to introduce important details. Understanding the nuances of this phrase, along with its synonyms and appropriate contexts, can significantly enhance your email writing skills. This article provides a comprehensive guide to mastering the art of using “Please be informed” effectively in your professional correspondence. Whether you are a student, a seasoned professional, or simply someone looking to improve their email etiquette, this guide offers valuable insights and practical examples to elevate your communication.
Table of Contents
- Definition and Context
- Structural Breakdown of “Please Be Informed”
- Alternatives to “Please Be Informed”
- Examples of Usage
- Usage Rules and Etiquette
- Common Mistakes to Avoid
- Practice Exercises
- Advanced Topics
- Frequently Asked Questions
- Conclusion
Definition and Context
The phrase “Please be informed” is a polite and formal way to introduce information that you want the recipient to know. It serves as a gentle directive, signaling that the information is important and requires their attention. It’s commonly used in professional emails, announcements, and official documents. The phrase falls under the category of imperative sentences, albeit softened by the inclusion of “please,” which transforms it from a direct order to a courteous request.
In terms of function, “Please be informed” acts as a transitional phrase. It smoothly connects the preceding context (or the lack thereof at the beginning of an email) to the information that follows. It sets a tone of professionalism and respect, indicating that you value the recipient’s time and attention. The phrase is particularly useful when delivering updates, clarifying policies, or providing instructions.
The context in which you use “Please be informed” is crucial. It is most appropriate in formal settings, such as communication with superiors, clients, or external stakeholders. In more casual internal communications, less formal alternatives might be more suitable. Consider the relationship you have with the recipient and the overall tone of your workplace when deciding whether to use this phrase.
Structural Breakdown of “Please Be Informed”
The phrase “Please be informed” consists of three key components:
- Please: This is a courtesy word used to soften the imperative mood. It transforms the statement from a direct command into a polite request. The inclusion of “please” is essential for maintaining a professional and respectful tone.
- Be: This is the base form of the verb “to be.” In this context, it functions as an auxiliary verb, linking the subject (implied as “you”) to the state of being informed.
- Informed: This is the past participle of the verb “to inform.” It functions as an adjective, describing the state that the recipient should be in – that of being aware of the upcoming information.
The grammatical structure is a passive construction. The recipient (you) is the receiver of the action (being informed). While the active voice is often preferred for its directness, the passive voice, in this case, adds a layer of formality and politeness. The implied subject is “you,” creating an understood “You please be informed.” This subtle structure contributes to the phrase’s effectiveness in formal communication.
Alternatives to “Please Be Informed”
While “Please be informed” is a useful phrase, overuse can make your writing sound monotonous. Diversifying your language by using alternatives can make your emails more engaging and impactful. The best alternative will depend on the specific context and the desired tone.
Direct Statements
In some cases, a direct statement can be more effective, especially when conveying urgent or critical information. These alternatives are generally more concise and straightforward.
- Note that…: This is a simple and direct way to introduce important information.
- Be aware that…: This is useful when highlighting potential issues or risks.
- Kindly note…: Similar to “Please be informed,” but slightly more concise.
- For your information…: This is a common and neutral alternative.
- We would like to inform you that…: This is a more formal and direct statement.
Polite Requests
If you want to maintain a high level of politeness, consider using alternatives that frame the information as a request.
- Please note that…: This is a very common and versatile alternative.
- Kindly take note of…: A slightly more formal and polite option.
- We would appreciate it if you could note that…: A very polite and formal option.
- Could you please be aware that…: This is a polite way to highlight important information.
Formal Announcements
For official announcements or policy changes, more formal alternatives may be appropriate.
- We are pleased to announce that…: Use this for positive announcements.
- We regret to inform you that…: Use this for negative announcements.
- This is to notify you that…: A formal way to introduce official information.
- It is important to note that…: Use this to emphasize the significance of the information.
Offering Information
Sometimes, framing the information as an offering can be a good approach, especially when providing helpful tips or advice.
- You may find it helpful to know that…: This is a gentle and helpful way to provide information.
- For your convenience…: Use this when providing information to make things easier for the recipient.
- Just to let you know…: A slightly less formal but still polite option.
Examples of Usage
To illustrate the proper use of “Please be informed” and its alternatives, let’s examine various scenarios with specific examples.
General Information
This category covers instances where you are providing general updates or background information.
The table below showcases examples of using “Please be informed” and its alternatives when conveying general information. Each row provides a slightly different phrasing and context, highlighting the versatility of these expressions.
| Phrase | Example | Context |
|---|---|---|
| Please be informed that… | Please be informed that our office will be closed on Monday for the public holiday. | Informing employees about a holiday closure. |
| Kindly note that… | Kindly note that the deadline for submitting your expense reports is Friday, October 27th. | Reminding employees of an important deadline. |
| For your information… | For your information, the new company policy regarding remote work is now available on the intranet. | Announcing the availability of a new policy. |
| Note that… | Note that all meeting rooms are equipped with video conferencing facilities. | Providing information about available resources. |
| Be aware that… | Be aware that there will be scheduled maintenance on the network this weekend. | Alerting users about potential service interruptions. |
| We would like to inform you that… | We would like to inform you that your application has been successfully received. | Confirming receipt of an application. |
| Please note that… | Please note that the conference room has been reserved from 2 PM to 4 PM. | Providing information about a room reservation. |
| Kindly take note of… | Kindly take note of the changes to the project timeline, as outlined in the attached document. | Referring to changes in a project timeline. |
| We would appreciate it if you could note that… | We would appreciate it if you could note that parking is limited on the premises. | Advising visitors about parking limitations. |
| Could you please be aware that… | Could you please be aware that the building’s security system is being upgraded. | Informing occupants about security system upgrades. |
| You may find it helpful to know that… | You may find it helpful to know that there is a cafeteria on the third floor. | Providing helpful information about building amenities. |
| For your convenience… | For your convenience, a shuttle service is available from the airport to the hotel. | Providing information about convenient services. |
| Just to let you know… | Just to let you know, the team meeting has been moved to Friday. | Providing a quick update about a meeting schedule. |
| We are pleased to announce that… | We are pleased to announce that John Smith has been promoted to Senior Manager. | Announcing a positive event or promotion. |
| We regret to inform you that… | We regret to inform you that the event has been cancelled due to unforeseen circumstances. | Announcing a negative event or cancellation. |
| This is to notify you that… | This is to notify you that the company’s annual general meeting will be held on December 15th. | Providing official notification of an important event. |
| It is important to note that… | It is important to note that all employees are required to complete the mandatory training. | Emphasizing the importance of compliance with a requirement. |
| Please be informed that access to the building will be restricted after 6 PM. | Please be informed that access to the building will be restricted after 6 PM. | Informing about restricted access to the building. |
| Kindly note that all visitors must sign in at the reception desk. | Kindly note that all visitors must sign in at the reception desk. | Informing visitors about signing in procedures. |
| For your information, the price list has been updated and can be found on our website. | For your information, the price list has been updated and can be found on our website. | Informing customers about updated price lists. |
Updates and Changes
When communicating updates or changes to existing information, these phrases can help ensure clarity and understanding.
The following table provides examples of using “Please be informed” and similar phrases to communicate updates and changes effectively. These examples cover various scenarios, from project updates to policy modifications.
| Phrase | Example | Context |
|---|---|---|
| Please be informed that… | Please be informed that the project deadline has been extended to November 15th. | Informing about a project deadline extension. |
| Kindly note that… | Kindly note that the meeting location has been changed to Conference Room B. | Updating attendees about a change in meeting location. |
| For your information… | For your information, the software has been updated to version 2.0. | Providing an update on software version. |
| Note that… | Note that the new policy will take effect on January 1st. | Announcing the effective date of a new policy. |
| Be aware that… | Be aware that the system will be down for maintenance from 10 PM to 2 AM. | Alerting users about planned system downtime. |
| We would like to inform you that… | We would like to inform you that there have been some adjustments to the budget. | Informing about budget modifications. |
| Please note that… | Please note that the terms of service have been updated. | Informing users about updated terms of service. |
| Kindly take note of… | Kindly take note of the revised schedule for the training sessions. | Referring to changes in the training schedule. |
| We would appreciate it if you could note that… | We would appreciate it if you could note that the discount code has changed. | Advising customers about a change in discount code. |
| Could you please be aware that… | Could you please be aware that the building entrance has been relocated. | Informing occupants about a relocated building entrance. |
| You may find it helpful to know that… | You may find it helpful to know that the help desk hours have been extended. | Providing helpful information about extended help desk hours. |
| For your convenience… | For your convenience, the updated guidelines are available on our website. | Providing information about convenient access to updated guidelines. |
| Just to let you know… | Just to let you know, the office will be undergoing renovations next month. | Providing a quick update about upcoming renovations. |
| We are pleased to announce that… | We are pleased to announce that the new feature is now available. | Announcing the availability of a new feature. |
| We regret to inform you that… | We regret to inform you that the conference has been postponed. | Announcing the postponement of a conference. |
| This is to notify you that… | This is to notify you that the company’s headquarters will be moving in Q1. | Providing official notification of a headquarters move. |
| It is important to note that… | It is important to note that the changes to the policy require immediate compliance. | Emphasizing the importance of immediate compliance with policy changes. |
| Please be informed that the system maintenance window has been adjusted. | Please be informed that the system maintenance window has been adjusted. | Informing about adjustments to the system maintenance window. |
| Kindly note that the new version of the app is now available for download. | Kindly note that the new version of the app is now available for download. | Informing users about the availability of a new app version. |
| For your information, the training schedule has been updated and sent to your email. | For your information, the training schedule has been updated and sent to your email. | Informing about an updated training schedule. |
Instructions and Guidelines
When providing instructions or guidelines, these phrases can help ensure that the recipient understands what is expected of them.
Below are examples of how to use “Please be informed” and related phrases to deliver instructions and guidelines effectively. These examples cover various instructional scenarios, from completing forms to following safety procedures.
| Phrase | Example | Context |
|---|---|---|
| Please be informed that… | Please be informed that you must complete the attached form and submit it by Friday. | Providing instructions for completing and submitting a form. |
| Kindly note that… | Kindly note that all safety guidelines must be followed when operating the machinery. | Emphasizing the importance of following safety guidelines. |
| For your information… | For your information, the detailed instructions for using the software are in the user manual. | Referring to detailed instructions in a user manual. |
| Note that… | Note that you will need to create an account to access the online resources. | Providing instructions for accessing online resources. |
| Be aware that… | Be aware that you must back up your data before running the update. | Alerting users about the need to back up data before an update. |
| We would like to inform you that… | We would like to inform you that you must attend the mandatory training session. | Informing about the mandatory attendance of a training session. |
| Please note that… | Please note that the application process requires two letters of recommendation. | Informing applicants about the recommendation letter requirement. |
| Kindly take note of… | Kindly take note of the steps outlined in the guide for troubleshooting common issues. | Referring to steps for troubleshooting in a guide. |
| We would appreciate it if you could note that… | We would appreciate it if you could note that all submissions must adhere to the specified format. | Advising about the required format for submissions. |
| Could you please be aware that… | Could you please be aware that you need a valid permit to park in the designated areas. | Informing about the need for a parking permit. |
| You may find it helpful to know that… | You may find it helpful to know that there is a tutorial video available on the website. | Providing helpful information about a tutorial video. |
| For your convenience… | For your convenience, a step-by-step guide is attached for your reference. | Providing a step-by-step guide for reference. |
| Just to let you know… | Just to let you know, you will need your employee ID to access the building. | Providing a quick reminder about accessing the building. |
| It is important to note that… | It is important to note that failure to comply with these guidelines may result in penalties. | Emphasizing the importance of compliance with guidelines. |
| Please be informed that all new employees must complete their onboarding tasks within the first week. | Please be informed that all new employees must complete their onboarding tasks within the first week. | Informing new employees about onboarding tasks. |
| Kindly note that all data must be encrypted before being saved to the server. | Kindly note that all data must be encrypted before being saved to the server. | Emphasizing the necessity of data encryption. |
| For your information, you can find the software installation guide on the shared drive. | For your information, you can find the software installation guide on the shared drive. | Pointing to the location of the software installation guide. |
| Be aware that neglecting to report incidents may lead to disciplinary actions. | Be aware that neglecting to report incidents may lead to disciplinary actions. | Warning about the consequences of not reporting incidents. |
| We would like to inform you that password resets should be requested via the IT portal. | We would like to inform you that password resets should be requested via the IT portal. | Informing about the correct procedure for password resets. |
| Please note that you should only use company-approved software on company devices. | Please note that you should only use company-approved software on company devices. | Stressing the use of approved software on company devices. |
Reminders and Deadlines
These phrases are effective for reminding recipients of upcoming deadlines or important tasks.
The following table provides examples of using “Please be informed” and related phrases to effectively communicate reminders and deadlines. These examples cover various scenarios, from submitting reports to registering for events.
| Phrase | Example | Context |
|---|---|---|
| Please be informed that… | Please be informed that the deadline for submitting your quarterly report is next Friday. | Reminding about the quarterly report submission deadline. |
| Kindly note that… | Kindly note that the early bird registration for the conference ends on October 31st. | Reminding about the early bird registration deadline. |
| For your information… | For your information, the payment is due by the end of the month. | Reminding about a payment deadline. |
| Note that… | Note that the final exam is scheduled for December 18th. | Reminding students about the final exam date. |
| Be aware that… | Be aware that late submissions will not be accepted. | Warning about the consequences of late submissions. |
| We would like to inform you that… | We would like to inform you that the survey needs to be completed by the end of the week. | Informing about the deadline for completing a survey. |
| Please note that… | Please note that the meeting has been rescheduled for tomorrow at 10 AM. | Reminding about a rescheduled meeting. |
| Kindly take note of… | Kindly take note of the upcoming training session on November 5th. | Reminding about an upcoming training session. |
| We would appreciate it if you could note that… | We would appreciate it if you could note that the RSVP is required by November 1st. | Advising about the RSVP deadline. |
| Could you please be aware that… | Could you please be aware that your subscription will expire soon. | Informing about an expiring subscription. |
| You may find it helpful to know that… | You may find it helpful to know that there is a grace period for late payments. | Providing helpful information about a grace period. |
| For your convenience… | For your convenience, the reminder has been added to your calendar. | Providing information about added calendar reminder. |
| Just to let you know… | Just to let you know, the team project is due next Monday. | Providing a quick reminder about the team project deadline. |
| It is important to note that… | It is important to note that missing the deadline will impact your performance review. | Emphasizing the importance of meeting the deadline. |
| Please be informed that the registration for the summer workshop closes on July 15th. | Please be informed that the registration for the summer workshop closes on July 15th. | Reminding about the registration deadline for a summer workshop. |
| Kindly note that the final payment for the invoice is due within 14 days. | Kindly note that the final payment for the invoice is due within 14 days. | Reminding about invoice payment deadline. |
| For your information, the deadline for the grant application is quickly approaching. | For your information, the deadline for the grant application is quickly approaching. | Reminding about an approaching grant application deadline. |
| Be aware that the late fee will be applied if the payment is not received by the due date. | Be aware that the late fee will be applied if the payment is not received by the due date. | Warning about late fees for payments. |
| We would like to inform you that the last day to submit your timesheet is Friday at 5 PM. | We would like to inform you that the last day to submit your timesheet is Friday at 5 PM. | Reminding about timesheet submission deadline. |
| Please note that you must renew your membership before the end of the month to maintain access. | Please note that you must renew your membership before the end of the month to maintain access. | Reminding about membership renewal. |
Usage Rules and Etiquette
Proper use of “Please be informed” and its alternatives involves understanding the nuances of formality, clarity, and audience consideration.
Formality and Tone
As previously mentioned, “Please be informed” leans towards the formal side. It is best suited for professional settings where a degree of respect and deference is required. Avoid using it in casual conversations or informal emails to colleagues you are close to. In such scenarios, simpler phrases like “Just so you know” or “FYI” are more appropriate.
The tone should be professional and polite. While you are providing information, it’s essential to avoid sounding condescending or demanding. The inclusion of “please” helps to soften the directive, but your overall tone should be respectful and considerate.
Clarity and Conciseness
The information following “Please be informed” should be clear, concise, and easy to understand. Avoid using jargon or technical terms that the recipient may not be familiar with. If necessary, provide a brief explanation or definition of any unfamiliar terms.
The purpose of the phrase is to introduce important information, so ensure that the information is relevant and necessary. Avoid including unnecessary details that could confuse or distract the recipient.
Audience Consideration
Always consider your audience when choosing the appropriate phrase. If you are communicating with someone in a higher position, a more formal phrase like “We would like to inform you that…” might be more suitable. If you are communicating with a colleague, a slightly less formal option like “Please note that…” might be sufficient.
Also, consider the recipient’s familiarity with the topic. If they are new to the subject matter, provide sufficient background information to ensure they understand the context. If they are already familiar with the topic, you can be more concise and direct.
Common Mistakes to Avoid
Several common mistakes can undermine the effectiveness of “Please be informed” and its alternatives. Being aware of these pitfalls can help you avoid them and ensure your communication is clear and professional.
The table below highlights common mistakes made when using “Please be informed” and its alternatives, along with corrected examples.
| Mistake | Incorrect Example | Corrected Example |
|---|---|---|
| Overuse of the phrase | Please be informed that the meeting is at 2 PM. Please be informed that the agenda is attached. Please be informed that you need to bring a pen. | The meeting is at 2 PM. The agenda is attached. Please bring a pen. |
| Using it in informal contexts | Hey John, please be informed that I’m grabbing lunch. Want anything? | Hey John, just letting you know I’m grabbing lunch. Want anything? |
| Following it with unclear information | Please be informed that the situation requires immediate action. | Please be informed that the server is down and requires immediate IT intervention. |
| Using it to deliver bad news without softening the blow | Please be informed that you are fired. | We regret to inform you that your employment has been terminated, effective immediately. |
| Using it in a demanding tone | Please be informed that you will complete this task by tomorrow. | Please be informed that we need this task completed by tomorrow. Your cooperation is appreciated. |
| Using incorrect grammar | Please to be informed that the system is down. | Please be informed that the system is down. |
| Using passive voice excessively | Please be informed that the decision was made by the committee. | Please be informed that the committee has made a decision. |
| Mixing formality levels | Hi Team, please be informed that the Q3 report is due. Cheers! | Hi Team, please note that the Q3 report is due. Thanks! |
| Using vague language | Please be informed that changes are coming. | Please be informed that there will be changes to the project timeline. Details to follow. |
| Omitting “Please” when required | Be informed that the deadline is extended. | Please be informed that the deadline is extended. |
Practice Exercises
To solidify your understanding of “Please be informed” and its alternatives, complete the following exercises. Choose the most appropriate phrase for each scenario.
Test your understanding with these practice exercises. Fill in the blanks with the most appropriate phrase from the provided options to ensure clarity and professionalism in each scenario.
| Question | Options | Answer |
|---|---|---|
| 1. _______ that the meeting will be held in the main conference room. | a) Be informed, b) Please be informed, c) Note | b) Please be informed |
| 2. _______ all employees are required to attend the safety training session. | a) Just to let you know, b) We would like to inform you, c) FYI | b) We would like to inform you |
| 3. _______ the deadline for submitting your applications is July 15th. | a) For your information, b) Hey, c) Yo | a) For your information |
| 4. _______ that the building entrance has been relocated due to construction. | a) Be aware, b) Yo, c) What’s up | a) Be aware |
| 5. _______, the new company policy is available on the intranet. | a) Dude, b) For your convenience, c) Just so you know | b) For your convenience |
| 6. _______ that there will be a system maintenance window this weekend. | a) Yo, b) Please note, c) What’s up | b) Please note |
| 7. _______, the team meeting has been rescheduled for Friday. | a) Just to let you know, b) Bro, c) Dude | a) Just to let you know |
| 8. _______ that all visitors must sign in at the reception desk. | a) Kindly note, b) Yo, c) What’s up | a) Kindly note |
| 9. _______ the price list has been updated and can be found on our website. | a) For your information, b) Hey, c) Yo | a) For your information |
| 10. _______ you must complete the attached form and submit it by Friday. | a) Be informed, b) Please be informed, c) Note | b) Please be informed |
Advanced Topics
For advanced learners, understanding the nuances of passive voice construction and the use of modal verbs can further refine your email writing skills.
Passive Voice Construction
“Please be informed” is an example of the passive voice. The passive voice is used when the focus is on the action rather than the actor. In this case, the focus is on the recipient being informed, rather than who is doing the informing. While the passive voice can be useful for maintaining formality, overuse can make your writing sound convoluted and indirect.
Consider using the active voice when appropriate. For example, instead of “Please be informed that the decision was made by the committee,” you could write “The committee has made a decision.” The active voice is generally more direct and concise.
Modal Verbs for Softening Statements
Modal verbs like could, would, and may can be used to soften statements and make them more polite. For example, instead of “You must complete the form,” you could write “You could complete the form” or “You may want to complete the form.”
These modal
verbs add a layer of indirectness that can be helpful in sensitive situations. However, be mindful that overuse can make your writing sound hesitant or unclear.
Frequently Asked Questions
Here are some frequently asked questions related to the use of “Please be informed” in professional communication.
When is it inappropriate to use “Please be informed”?
It’s inappropriate to use “Please be informed” in informal settings, casual conversations, or when communicating with close colleagues. It’s also not suitable when delivering extremely sensitive or negative news without proper softening language.
Is “Kindly be informed” an acceptable alternative?
While “Kindly be informed” is grammatically correct, it is less common and can sound slightly archaic. “Please be informed” is generally preferred for its wider acceptance and familiarity.
How can I make “Please be informed” sound less formal?
To make it less formal, consider using alternatives like “Please note,” “Just to let you know,” or “For your information.” The choice depends on the context and your relationship with the recipient.
Can I use “Please be informed” at the beginning of an email?
Yes, it is perfectly acceptable to use “Please be informed” at the beginning of an email, especially when introducing important information or updates.
What’s the difference between “Please note” and “Please be informed”?
“Please note” is a slightly less formal alternative to “Please be informed.” Both phrases introduce important information, but “Please note” is more versatile and can be used in a wider range of contexts.
Conclusion
Mastering the use of “Please be informed” and its alternatives is a valuable skill for effective professional communication. By understanding the nuances of formality, clarity, and audience consideration, you can ensure that your emails are well-received and your message is clearly conveyed. Remember to choose the most appropriate phrase for each situation, avoid common mistakes, and practice regularly to refine your skills. With these guidelines, you can confidently navigate the complexities of professional email etiquette and enhance your overall communication effectiveness.
