The phrase “I am writing to inform you” is one of the most common openings in English emails, letters, and formal messages. It clearly tells the reader why you are contacting them.
However, using the same phrase again and again can feel stiff, repetitive, or overly formal—especially in modern communication.
That’s why learning alternative expressions matters. Your word choice shapes how polite, confident, friendly, or professional you sound.
A manager, student, freelancer, or job applicant may all need different tones for the same message. Varied language improves clarity, avoids boredom, and helps you match the situation.
Compare this:
- Formal: I am writing to inform you that your application was approved.
- Informal: Just letting you know that your application was approved.
Same message. Very different feeling.
This guide will help English learners and professionals choose the right expression every time.
What Does “I Am Writing to Inform You” Mean?
Student-friendly meaning:
It means you are sending a message to give someone information or an update.
Grammar form:
A formal verb phrase used mainly in written English, especially emails and letters.
Similar tones:
- I would like to inform you
- This is to notify you
Opposite tones:
- Just a heads-up
- FYI
Sample sentences:
- I am writing to inform you of a change in the schedule.
- I am writing to inform you that the meeting has been canceled.
When to Use “I Am Writing to Inform You”
Spoken English
Rarely used. Sounds too formal for conversation.
Business English
Common in official announcements, notices, and reports.
Emails / Messages
Used in professional or corporate emails, especially first contact.
Social Media
Almost never used. Too stiff and unnatural.
Academic Writing
Acceptable in formal academic or administrative emails.
Professional Meetings
Used only in written follow-ups, not spoken discussion.
Is “I Am Writing to Inform You” Polite or Professional?
This phrase is polite, formal, and neutral.
It creates distance and authority but lacks warmth.
Tone levels explained:
- Polite: Yes
- Neutral: Yes
- Strong: No
- Soft: Somewhat
- Formal: Very
- Informal: No
Etiquette tip:
Better for official workplace communication. Avoid in friendly or internal team emails where warmth matters.
Pros & Cons of Using “I Am Writing to Inform You”
✔ Pros:
- Clear purpose
- Very professional
- Safe for formal settings
- Easy for learners
✘ Cons:
- Sounds outdated
- Too stiff for modern emails
- Overused
- Lacks personality
Quick Alternatives List (For Busy Readers)
- I would like to let you know
- This email is to inform you
- I’m reaching out to let you know
- Just to let you know
- We would like to inform you
- Please be advised that
- I wanted to inform you
- I’m writing to update you
- This is to notify you
- I’d like to bring to your attention
- I’m contacting you to inform you
- FYI
- Just a quick note to say
- I’m happy to inform you
Main Alternatives Explained in Detail
I Would Like to Inform You
Meaning:
A polite way to give information.
Explanation:
Softer than the original. Sounds respectful and careful.
Grammar note:
Formal verb phrase.
Example sentence:
I would like to inform you that your request has been approved.
Best use:
Formal emails, workplace.
Worst use:
Text messages, casual chats.
Tone:
Formal, polite.
Level:
Beginner.
Similarity score:
9/10.
Replaceability tip:
Use when you want to sound polite but less stiff.
I Would Like to Let You Know
Meaning:
To share information politely.
Explanation:
More natural and friendly than “inform.”
Grammar note:
Verb phrase.
Example sentence:
I would like to let you know about the upcoming changes.
Best use:
Emails, workplace.
Worst use:
Legal notices.
Tone:
Professional, friendly.
Level:
Beginner.
Similarity score:
8/10.
Replaceability tip:
Great for modern professional emails.
This Email Is to Inform You
Meaning:
States the purpose of the email.
Explanation:
Clear and direct, slightly formal.
Grammar note:
Formal sentence opener.
Example sentence:
This email is to inform you of the updated policy.
Best use:
Business emails.
Worst use:
Spoken English.
Tone:
Formal, neutral.
Level:
Beginner.
Similarity score:
9/10.
Replaceability tip:
Use when clarity matters more than warmth.
I Am Writing to Update You
Meaning:
To give new or changed information.
Explanation:
More specific than “inform.”
Grammar note:
Formal verb phrase.
Example sentence:
I am writing to update you on the project status.
Best use:
Workplace, emails.
Worst use:
Announcing first-time information.
Tone:
Professional.
Level:
Intermediate.
Similarity score:
7/10.
Replaceability tip:
Choose when sharing progress or changes.
Please Be Advised That
Meaning:
A strong formal notice.
Explanation:
Sounds official and authoritative.
Grammar note:
Formal passive phrase.
Example sentence:
Please be advised that the office will be closed tomorrow.
Best use:
Corporate, legal notices.
Worst use:
Friendly emails.
Tone:
Very formal, strong.
Level:
Advanced.
Similarity score:
8/10.
Replaceability tip:
Use only in serious or official contexts.
I’m Reaching Out to Let You Know
Meaning:
To contact someone with information.
Explanation:
Modern and friendly professional tone.
Grammar note:
Informal verb phrase.
Example sentence:
I’m reaching out to let you know about our new offer.
Best use:
Emails, networking.
Worst use:
Legal writing.
Tone:
Friendly, professional.
Level:
Intermediate.
Similarity score:
7/10.
Replaceability tip:
Great for relationship-building emails.
Just to Let You Know
Meaning:
Casual information sharing.
Explanation:
Very relaxed and friendly.
Grammar note:
Informal phrase.
Example sentence:
Just to let you know, the meeting starts at 10.
Best use:
Texts, internal emails.
Worst use:
Formal business emails.
Tone:
Informal.
Level:
Beginner.
Similarity score:
5/10.
Replaceability tip:
Avoid in serious professional settings.
I’d Like to Bring to Your Attention
Meaning:
To highlight important information.
Explanation:
Sounds professional and slightly serious.
Grammar note:
Formal phrase.
Example sentence:
I’d like to bring to your attention an important update.
Best use:
Workplace, emails.
Worst use:
Casual chat.
Tone:
Professional, strong.
Level:
Advanced.
Similarity score:
7/10.
Replaceability tip:
Use when information is important.
This Is to Notify You
Meaning:
Official notice.
Explanation:
Very formal and impersonal.
Grammar note:
Formal notification phrase.
Example sentence:
This is to notify you of the policy change.
Best use:
Legal or corporate writing.
Worst use:
Friendly emails.
Tone:
Formal, strong.
Level:
Advanced.
Similarity score:
9/10.
Replaceability tip:
Best for official announcements.
I Wanted to Inform You
Meaning:
Polite past-tense form.
Explanation:
Softer and less direct.
Grammar note:
Past tense verb phrase.
Example sentence:
I wanted to inform you about the delay.
Best use:
Emails.
Worst use:
Urgent notices.
Tone:
Soft, polite.
Level:
Beginner.
Similarity score:
8/10.
Replaceability tip:
Good for sensitive information.
I’m Happy to Inform You
Meaning:
To share good news.
Explanation:
Adds positive emotion.
Grammar note:
Verb phrase.
Example sentence:
I’m happy to inform you that you’ve been selected.
Best use:
Positive announcements.
Worst use:
Negative news.
Tone:
Positive, professional.
Level:
Beginner.
Similarity score:
7/10.
Replaceability tip:
Use only for good news.
FYI
Meaning:
For your information.
Explanation:
Very casual and short.
Grammar note:
Acronym.
Example sentence:
FYI, the deadline has changed.
Best use:
Internal messages.
Worst use:
Formal emails.
Tone:
Casual.
Level:
Beginner.
Similarity score:
4/10.
Replaceability tip:
Never use with clients.
Just a Quick Note to Say
Meaning:
Friendly way to inform.
Explanation:
Warm and conversational.
Grammar note:
Informal phrase.
Example sentence:
Just a quick note to say the files are ready.
Best use:
Friendly emails.
Worst use:
Official notices.
Tone:
Friendly.
Level:
Beginner.
Similarity score:
5/10.
Replaceability tip:
Perfect for relaxed communication.
I’m Contacting You to Inform You
Meaning:
Clear and professional contact reason.
Explanation:
Modern but formal enough.
Grammar note:
Verb phrase.
Example sentence:
I’m contacting you to inform you of the new process.
Best use:
Professional emails.
Worst use:
Texts.
Tone:
Professional.
Level:
Intermediate.
Similarity score:
9/10.
Replaceability tip:
Strong substitute for the original phrase.
Mini Dialogue Examples
Formal
Dear Sir, I am writing to inform you of the policy update.
Informal
Hey, just letting you know the plan has changed.
Business Email Style
I’m reaching out to let you know that your account has been approved.
Mistakes to Avoid
- Using very formal phrases in casual chats
- Writing “inform” in friendly emails
- Using “FYI” with clients
- Overusing one phrase repeatedly
- Mixing formal and slang language
- Sounding cold when warmth is needed
Cultural & Tone Tips
In US English, people prefer warmer alternatives.
In UK English, formal phrases are still common in writing.
In casual social English, short and friendly expressions sound natural.
Native speakers often avoid stiff phrases unless required.
Comparison Table
| Phrase | Tone | Best Context | Professional Level | Example |
|---|---|---|---|---|
| I would like to inform you | Formal | Business email | High | I would like to inform you of… |
| I would like to let you know | Friendly | Workplace | Medium | I’d like to let you know… |
| Please be advised that | Strong | Legal | Very High | Please be advised that… |
| Just to let you know | Casual | Team chat | Low | Just to let you know… |
| I’m happy to inform you | Positive | Good news | Medium | I’m happy to inform you… |
FAQs
Is “I am writing to inform you” rude?
No. It is polite but very formal.
Is it okay in emails?
Yes, especially in professional emails.
What is the most formal alternative?
Please be advised that.
What is the most polite alternative?
I would like to let you know.
What should beginners use?
I would like to inform you or I would like to let you know.
Can I use it in text messages?
No. It sounds unnatural in texts.
Conclusion
Using only one phrase limits your English. While “I am writing to inform you” is correct and professional, modern English values clarity, tone, and flexibility.
Learning alternatives helps you sound more natural, confident, and fluent in emails, work, and daily communication.
The right phrase builds the right impression. Practice these alternatives.
Try them in real messages. With time, choosing the perfect expression will feel natural—and your English will sound stronger every day.
John Lee is an education-focused writer with a strong interest in English grammar and language learning.
He creates clear, student-friendly content to help learners improve their grammar skills with confidence.