Have you ever felt like you were writing the same opening line in every email or letter? If you are tired of saying, “I am writing to inform you,” you are not alone! This phrase, while polite, can sound a bit stiff and repetitive. Luckily, there are plenty of better alternatives that can make your writing sound more natural and engaging.
In today’s post, we are going to explore some fresh ways to say, “I am writing to inform you,” making your messages more lively and professional at the same time. Whether you are crafting an email, a business letter, or even a casual note, these options will help you kick things off with a bit more personality.
Why Find Another Way to Say It?
Before we dive into the alternatives, let’s talk about why it matters.
Imagine you are receiving an email. If it starts with the same old phrase, your brain may automatically tune out. It feels formal and distant like a robot wrote it. But if the email starts a little differently, you are more likely to sit up, pay attention, and engage with the message.
Choosing the right opening shows that you’re thoughtful, approachable, and professional. It can set the tone for the entire conversation.
12 Better Ways to Say “I Am Writing to Inform You”
Ready to make your writing stand out? Here are 12 great alternatives you can use:
- I wanted to let you know…
- Just a quick note to share…
- I’m reaching out to inform you…
- I’d like to update you on…
- This is to notify you…
- Allow me to inform you that…
- I am pleased to inform you…
- Here’s an update regarding…
- Following up to inform you…
- I’m writing to share…
- By way of this message, I’d like to inform you…
- I thought you would like to know…
Each one of these options fits a slightly different mood or formality level. Let’s break down when you might use each one.
1. I wanted to let you know…
This phrase feels casual yet respectful. It is perfect for emails to coworkers, customers, or anyone you have a friendly relationship with.
For instance, you could say:
“I wanted to let you know that your order has been shipped and should arrive tomorrow.”
2. Just a quick note to share…
If you’re sending a brief email, this is a lovely choice. It makes the message sound lighter and less formal. Plus, it sets the expectation that your note will be short.
3. I’m reaching out to inform you…
This one is excellent for slightly more formal emails. If you need to keep some formality but still sound friendly, this phrase strikes the right balance.
4. I’d like to update you on…
Perfect for ongoing projects or continuous conversations, this phrase signals that you are providing new information related to something discussed before.
5. This is to notify you…
This version leans toward formal business communication. It’s ideal for official notices or legal documents.
You might use it in a letter stating:
“This is to notify you that your lease will expire on June 30, 2024.”
6. Allow me to inform you that…
If you are looking for a slightly elevated tone without sounding robotic, this works well. It sounds polite, professional, and somewhat traditional.
7. I am pleased to inform you…
Nothing beats this phrase when you are delivering good news. It adds a touch of excitement and positivity to your note.
Think about writing:
“I am pleased to inform you that your application has been approved!”
8. Here’s an update regarding…
Clear and straightforward, this phrase is a go-to when updating teams, clients, or partners. It brings attention to the topic right away, saving the reader’s time.
9. Following up to inform you…
Following up is part of good communication. This phrase shows that you are staying on top of things without nagging or sounding too insistent.
10. I’m writing to share…
Simple and friendly, it smoothly blends casual and professional tones. It is broad enough to fit any situation, too—from a department update to announcing a company event.
11. By way of this message, I’d like to inform you…
This phrase feels a bit more formal and works well when you are making a special announcement or delivering news with significance.
12. I thought you would like to know…
This feels personal and engaging. It shows care—and who doesn’t appreciate a little human touch in today’s digital world?
Tips for Choosing the Right Alternative
So, with all these alternatives, how do you pick the best one?
Here are some simple tips:
- Know your audience. Use a formal phrase for official documents but keep it friendly for colleagues or clients you know well.
- Consider the tone. Good news can use warm phrases like “I’m pleased to inform you,” while neutral updates might need something like “I’d like to update you on.”
- Think about the context. Formal announcements about policies might deserve a more serious tone, while a project status email could be lighter.
At the end of the day, it’s about matching the message’s purpose and your relationship with the reader.
Personal Example: When I Changed the Phrase
A while back, I used to start every email with “I am writing to inform you.” Honestly, I did not even think about it. It was like a habit.
But then one client replied, “Thanks, but it sounded a bit formal. We can keep it casual!” That was my wake-up call.
After that, I switched things up with phrases like “Just a quick note to share” or “I wanted to let you know.” Suddenly, my emails felt more personal, and my relationships with clients grew stronger.
Lesson learned: even small wording changes can have a big impact!
Why First Impressions Matter (Even in Emails!)
Think about meeting someone for the first time. If they greet you with a warm smile and friendly words, you instantly feel more comfortable, right?
It’s the same with emails. Your opening sets the stage for the conversation. Using a fresh phrase instead of a dull, overused one can make the reader feel more connected to you—and more open to your message.
Final Thoughts: Make Your Writing More Human
Finding better alternatives to “I am writing to inform you” is a simple but powerful way to boost your communication skills. It helps you:
- Engage your audience more effectively
- Sound more natural and personable
- Make a great first impression
Next time you sit down to write, try swapping out the usual phrase for something fresher. You’ll be amazed at how much more approachable your messages will feel!