The phrase “please be advised” is a formal way to draw attention to important information, but it can sometimes sound stiff or overly official. Depending on your tone, you might prefer alternatives like “just a reminder,” “for your awareness,” or “please note.”
Whether you’re drafting an email, writing formal communication, or providing instructions, having different ways to say “please be advised” makes your message clearer and more approachable. This guide shares natural and professional alternatives for a variety of contexts.
Definition of “Please Be Advised”
“Please be advised” is a formal phrase used to introduce important information or a notification that the recipient should pay attention to. It functions as a polite way to draw someone’s attention to a particular fact, situation, or change.
The phrase is commonly used in business correspondence, legal documents, and official announcements. While grammatically correct and widely understood, its formality can sometimes make it sound impersonal or overly bureaucratic.
The phrase essentially acts as a signal, alerting the reader that what follows is important and requires their attention or action.
The term “advised” is derived from the verb “to advise,” which means to give counsel or recommend a course of action. However, in the phrase “Please be advised,” it doesn’t necessarily imply that advice is being given.
Instead, it’s a notification that the following information is crucial for the recipient to know. The phrase is often used when there’s a change in policy, a deadline approaching, or any other situation that requires the recipient to be informed.
Structural Breakdown
The phrase “Please be advised” follows a simple grammatical structure:
- Please: A polite request or expression of courtesy.
- Be: The imperative form of the verb “to be,” indicating a command or instruction.
- Advised: The past participle of the verb “to advise,” used here as an adjective to describe the state of being informed.
The structure is a passive construction, where the recipient is the one being acted upon (i.e., being informed). The phrase is typically followed by a clause that contains the actual information or notification.
For example, “Please be advised that the meeting has been rescheduled.” The clause following “Please be advised” is usually introduced by the conjunction “that.” It’s essential to ensure grammatical correctness in the subsequent clause to maintain clarity and professionalism.
Other Ways to Say “Please Be Advised”
There are several categories of alternatives to “Please be advised,” each suited to different contexts and levels of formality. These categories include formal, semi-formal, informal, direct, and action-oriented alternatives.
Understanding these categories allows you to choose the most appropriate phrase for your specific communication needs.
Formal Alternatives
Formal alternatives are suitable for professional correspondence, legal documents, and official announcements. They maintain a high level of politeness and respect.
These alternatives are often used when communicating with superiors, clients, or in situations where a formal tone is required. Examples include “Kindly note,” “Please be informed,” and “We wish to inform you.”
Semi-Formal Alternatives
Semi-formal alternatives are appropriate for general business communication and internal memos. They strike a balance between professionalism and approachability.
These alternatives are suitable for communicating with colleagues, supervisors, or in situations where a slightly less formal tone is acceptable. Examples include “Please note,” “For your information,” and “Just to let you know.”
Informal Alternatives
Informal alternatives are best used in casual conversations, emails to close colleagues, or internal communications within a team. They are more relaxed and conversational.
It is important to reserve these for settings where such a tone is appropriate. Examples include “FYI,” “Just so you know,” and “Heads up.”
Direct Alternatives
Direct alternatives cut to the chase and immediately present the information without a preamble. They are useful when brevity and clarity are paramount.
These alternatives are suitable for situations where you need to convey information quickly and efficiently. Examples include “Note that,” “Remember that,” and “Keep in mind.”
Action-Oriented Alternatives
Action-oriented alternatives emphasize the action that needs to be taken or the outcome that should be achieved. They are effective when you want to prompt the recipient to do something.
These alternatives are suitable for instructions, requests, or situations where you need to encourage a specific behavior. Examples include “Please ensure that,” “Make sure to,” and “Remember to.”
Examples
The following tables provide examples of each category of alternative phrases, illustrating how they can be used in different contexts.
Formal Examples
This table presents formal alternatives to “Please be advised,” suitable for professional and official communications. Each example demonstrates how to convey important information while maintaining a respectful and polite tone.
| Alternative Phrase | Example Sentence |
|---|---|
| Kindly note that | Kindly note that the deadline for submitting applications has been extended to July 31st. |
| Please be informed that | Please be informed that the office will be closed on Monday, September 5th, for Labor Day. |
| We wish to inform you that | We wish to inform you that your application has been approved and you will receive further instructions shortly. |
| It is important to note that | It is important to note that all invoices must be submitted with the corresponding purchase order number. |
| We would like to bring to your attention that | We would like to bring to your attention that there will be a mandatory training session on cybersecurity next week. |
| You are hereby notified that | You are hereby notified that your contract will be expiring on December 31st. |
| It has come to our attention that | It has come to our attention that there have been some discrepancies in the reported data. |
| We are writing to inform you that | We are writing to inform you that your subscription has been successfully renewed. |
| It is our understanding that | It is our understanding that you have already completed the necessary paperwork. |
| We must emphasize that | We must emphasize that adherence to safety protocols is of utmost importance. |
| Please acknowledge that | Please acknowledge that you have received and understood the new guidelines. |
| We are obliged to inform you that | We are obliged to inform you that due to unforeseen circumstances, the event has been postponed. |
| We are compelled to advise you that | We are compelled to advise you that failure to comply with the regulations will result in penalties. |
| It is imperative to understand that | It is imperative to understand that the information provided is confidential. |
| We deem it necessary to inform you that | We deem it necessary to inform you that your access to the system has been temporarily suspended. |
| We find it necessary to advise you that | We find it necessary to advise you that legal action may be taken if the issue is not resolved promptly. |
| We are duty-bound to inform you that | We are duty-bound to inform you that the company is undergoing restructuring. |
| Please be aware that | Please be aware that the building’s fire alarm system will be tested tomorrow morning. |
| It is essential to recognize that | It is essential to recognize that customer satisfaction is our top priority. |
| We are keen to advise you that | We are keen to advise you that early registration for the conference is highly recommended. |
| We are eager to inform you that | We are eager to inform you that the project has been completed ahead of schedule. |
| It is important to bear in mind that | It is important to bear in mind that all expenses must be pre-approved. |
| We are happy to announce that | We are happy to announce that the company has achieved record profits this quarter. |
Semi-Formal Examples
This table provides semi-formal alternatives, suitable for general business communication and internal memos. These alternatives balance professionalism with approachability.
| Alternative Phrase | Example Sentence |
|---|---|
| Please note that | Please note that the office will be closed for the holiday weekend. |
| For your information | For your information, the new software will be installed on Friday. |
| Just to let you know | Just to let you know, the meeting has been moved to the conference room. |
| Keep in mind that | Keep in mind that all reports are due by the end of the day. |
| Remember that | Remember that you need to submit your timesheet by Friday. |
| Be aware that | Be aware that there will be construction on the main road next week. |
| It’s worth noting that | It’s worth noting that the new policy goes into effect next month. |
| Don’t forget that | Don’t forget that you need to confirm your attendance at the event. |
| You should know that | You should know that the company is offering a new training program. |
| It is important to remember that | It is important to remember that customer satisfaction is our top priority. |
| Please be reminded that | Please be reminded that the deadline for submitting proposals is approaching. |
| Note that | Note that the system will be down for maintenance on Saturday. |
| Just a reminder that | Just a reminder that the team meeting is scheduled for tomorrow morning. |
| Let me inform you that | Let me inform you that your request has been approved. |
| Let it be known that | Let it be known that the company values innovation and creativity. |
| Bear in mind that | Bear in mind that all expenses need to be pre-approved. |
| It should be noted that | It should be noted that the new procedures will be implemented next week. |
| It is essential to note that | It is essential to note that all data must be backed up regularly. |
| It is worth mentioning that | It is worth mentioning that the project is progressing well. |
| Let us not forget that | Let us not forget that our success depends on teamwork. |
| May I remind you that | May I remind you that punctuality is highly valued. |
| A gentle reminder that | A gentle reminder that the dress code is business casual. |
| It’s important to highlight that | It’s important to highlight that the company is committed to sustainability. |
Informal Examples
This table showcases informal alternatives to “Please be advised,” suitable for casual conversations and internal team communications. Remember to use these alternatives only when the context allows for a relaxed and conversational tone.
| Alternative Phrase | Example Sentence |
|---|---|
| FYI | FYI, the meeting’s been moved to 3 PM. |
| Just so you know | Just so you know, the boss is in a meeting all morning. |
| Heads up | Heads up, there’s a system update tonight. |
| Just a heads up | Just a heads up, traffic’s really bad on the highway. |
| Good to know | Good to know the client approved the proposal. |
| For your reference | For your reference, I’ve attached the project guidelines. |
| Just letting you know | Just letting you know, I’m leaving early today. |
| By the way | By the way, don’t forget to sign up for the company picnic. |
| So you know | So you know, the printer is out of toner. |
| Quick note | Quick note: remember to back up your files before the update. |
| Thought you should know | Thought you should know, the deadline was extended. |
| Just wanted to mention | Just wanted to mention there’s free pizza in the break room. |
| Keep you in the loop | Keeping you in the loop, the project’s slightly delayed. |
| In case you missed it | In case you missed it, the new policy is now in effect. |
| Word on the street | Word on the street is that we’re getting a new coffee machine. |
| To keep you informed | To keep you informed, I’ll send regular project updates. |
| On a side note | On a side note, did you hear about the team building event? |
| Just a little something | Just a little something: remember to water the plants in the office. |
| P.S. | P.S., don’t forget to bring your ID to the event. |
| For future reference | For future reference, here’s the contact info for the supplier. |
| As a reminder | As a reminder, our weekly meeting is still on for tomorrow. |
| Just a quickie | Just a quickie – please make sure to submit your expenses. |
| For your perusal | For your perusal, I’ve attached the draft report. |
Direct Examples
This table provides direct alternatives to “Please be advised,” focusing on brevity and clarity. These alternatives are suitable for situations where you need to convey information quickly and efficiently.
| Alternative Phrase | Example Sentence |
|---|---|
| Note that | Note that the building entrance will be closed after 10 PM. |
| Remember that | Remember that all employees must wear their ID badges at all times. |
| Keep in mind | Keep in mind that the conference room is booked for the afternoon. |
| Consider that | Consider that the project timeline may need to be adjusted. |
| Be mindful that | Be mindful that the new system will be implemented next week. |
| Take note that | Take note that the deadline for registration is Friday. |
| Important | Important: All employees must attend the safety training. |
| Attention | Attention: The fire alarm will be tested tomorrow morning. |
| Heads-up | Heads-up: The server will be down for maintenance tonight. |
| FYI | FYI: The new office policies are now in effect. |
| Understood that | Understood that all changes must be documented. |
| Realize that | Realize that this is a time-sensitive matter. |
| Recognize that | Recognize that teamwork is essential for success. |
| Appreciate that | Appreciate that your cooperation is necessary. |
| Understand that | Understand that the information is confidential. |
| Know that | Know that your feedback is highly valued. |
| Be sure that | Be sure that all data is backed up daily. |
| Ensure that | Ensure that the equipment is properly maintained. |
| Confirm that | Confirm that you have received the documents. |
| Verify that | Verify that the information is accurate. |
| Be aware | Be aware of the potential risks. |
| Take heed | Take heed of the warning signs. |
| Pay attention | Pay attention to the details. |
Action-Oriented Examples
This table presents action-oriented alternatives to “Please be advised,” emphasizing the action that needs to be taken or the outcome that should be achieved. These alternatives are effective when you want to prompt the recipient to do something.
| Alternative Phrase | Example Sentence |
|---|---|
| Please ensure that | Please ensure that all doors are locked before leaving the office. |
| Make sure to | Make sure to submit your expense reports by the end of the week. |
| Remember to | Remember to back up your files before installing the update. |
| Be sure to | Be sure to review the new safety guidelines. |
| Don’t forget to | Don’t forget to sign up for the training session. |
| Kindly ensure | Kindly ensure that all documents are properly filed. |
| Be certain to | Be certain to confirm your attendance at the meeting. |
| See to it that | See to it that the equipment is properly maintained. |
| Take care to | Take care to handle the fragile items with caution. |
| Please verify | Please verify that all information is accurate. |
| Please confirm | Please confirm that you have received the documents. |
| Please check | Please check the settings before starting the process. |
| Please review | Please review the contract before signing. |
| Please update | Please update your profile with the latest information. |
| Please submit | Please submit your report by the deadline. |
| Please complete | Please complete the survey at your earliest convenience. |
| Please provide | Please provide the necessary documents for verification. |
| Please follow | Please follow the instructions carefully. |
| Please adhere to | Please adhere to the safety protocols. |
| It is important to | It is important to notify us of any changes. |
| Ensure you | Ensure you have all the required materials. |
| Make certain you | Make certain you understand the terms and conditions. |
| Be aware to | Be aware to double-check your work. |
Usage Rules
When choosing an alternative to “Please be advised,” consider the following usage rules:
- Formality: Select a phrase that matches the level of formality required by the context.
- Audience: Tailor your language to suit your audience’s expectations and understanding.
- Clarity: Ensure that the alternative phrase clearly conveys the intended meaning.
- Brevity: Opt for concise phrases when brevity is important.
- Action: Use action-oriented phrases when you want to prompt the recipient to take action.
Avoid using overly formal phrases in informal settings, as this can sound unnatural or pretentious. Similarly, avoid using overly informal phrases in formal settings, as this can be perceived as unprofessional.
Always prioritize clarity and ensure that the chosen phrase accurately reflects the information you are conveying.
Common Mistakes
Here are some common mistakes to avoid when using alternatives to “Please be advised”:
- Using the wrong level of formality: Choosing a phrase that is too formal or too informal for the context.
- Using ambiguous language: Selecting a phrase that is unclear or open to misinterpretation.
- Overusing one alternative: Relying on the same alternative phrase repeatedly, which can make your communication sound monotonous.
- Incorrect grammar: Failing to ensure that the alternative phrase is grammatically correct within the sentence.
Correct vs. Incorrect Examples:
| Incorrect | Correct | Explanation |
|---|---|---|
| Heads up that the meeting is tomorrow. | Heads up, the meeting is tomorrow. | “That” is unnecessary after “Heads up” in informal contexts. |
| Kindly note, the report is due. | Kindly note that the report is due. | The conjunction “that” is often needed for clarity in formal contexts. |
| Just so you know that the office is closed. | Just so you know, the office is closed. | “That” is redundant after “Just so you know.” |
| Remember to doing your homework. | Remember to do your homework. | The correct form is “Remember to + base verb.” |
Practice Exercises
Test your understanding with the following practice exercises:
Exercise 1: Choosing the Right Alternative
Choose the most appropriate alternative to “Please be advised” for each scenario:
| Scenario | Possible Alternatives | Your Answer |
|---|---|---|
| Sending an email to your boss about a project delay. | a) FYI, b) Kindly note that, c) Heads up | |
| Informing colleagues about a change in the meeting time. | a) Please be informed that, b) Just to let you know, c) It is imperative to understand that | |
| Reminding employees to submit their timesheets. | a) Remember to, b) We wish to inform you that, c) It has come to our attention that | |
| Notifying customers about a new product feature. | a) Just so you know, b) We are pleased to announce that, c)Word on the street | |
| Informing clients about a change in company policy. | a) Heads up, b) Please be informed that, c) Just letting you know | |
| Informing staff about a system maintenance shutdown. | a) Quick note, b) It’s worth noting that, c) Good to know | |
| A reminder to a team about an upcoming deadline. | a) Remember that, b) We deem it necessary to inform you that, c)Thought you should know | |
| Advising a customer about a new service. | a) Kindly note that, b) So you know, c) P.S. | |
| Alerting employees to a fire drill. | a) Attention, b)We are obliged to inform you that, c) In case you missed it | |
| Advising partners about a new legal requirement. | a) We are compelled to advise you that, b) Just a quickie, c) For your perusal |
Answer Key:
- b) Kindly note that
- b) Just to let you know
- a) Remember to
- b) We are pleased to announce that
- b) Please be informed that
- b) It’s worth noting that
- a) Remember that
- a) Kindly note that
- a) Attention
- a) We are compelled to advise you that
Exercise 2: Rewriting Sentences
Rewrite the following sentences using an alternative to “Please be advised”:
| Original Sentence | Your Answer |
|---|---|
| Please be advised that the meeting has been postponed. | |
| Please be advised that the deadline for submission is Friday. | |
| Please be advised that the office will be closed for the holiday. | |
| Please be advised that all employees must attend the training. | |
| Please be advised that the system will be down for maintenance. | |
| Please be advised that there will be a fire drill tomorrow. | |
| Please be advised that the dress code is business casual. | |
| Please be advised that all expenses must be pre-approved. | |
| Please be advised that customer satisfaction is our top priority. | |
| Please be advised that the new policy goes into effect next month. |
Suggested Answers:
- Just to let you know, the meeting has been postponed.
- Remember that the deadline for submission is Friday.
- Please note that the office will be closed for the holiday.
- All employees must attend the training.
- FYI, the system will be down for maintenance.
- Attention: there will be a fire drill tomorrow.
- Kindly note that the dress code is business casual.
- Bear in mind that all expenses must be pre-approved.
- It is important to remember that customer satisfaction is our top priority.
- It’s worth noting that the new policy goes into effect next month.
Exercise 3: Contextual Application
Provide a sentence using an alternative to “Please be advised” in the following situations:
| Situation | Your Sentence |
|---|---|
| You are sending a reminder email to your team about an upcoming deadline for a project. | |
| You are informing your manager about a potential issue with a client project. | |
| You are notifying customers about a scheduled maintenance window for your company’s website. | |
| You are reminding employees about the company’s policy on social media use. | |
| You are informing shareholders about the company’s financial performance for the past quarter. | |
| You are letting a colleague know that you’re going to be out of the office for a few days. | |
| You are informing students that the final exam will cover chapters 1-5. | |
| You are informing restaurant patrons of a change in the menu. | |
| You are informing library visitors of a change in hours. | |
| You are alerting community members of a meeting about a new development project. |
Suggested Answers:
- Just a reminder that the deadline for the project is next Friday.
- I wanted to flag that there’s a potential issue with the client project.
- Please note that our website will be undergoing maintenance this Saturday from 10 PM to 2 AM.
- Don’t forget that the company’s social media policy prohibits sharing confidential information.
- We are pleased to inform you that the company’s financial performance for the past quarter exceeded expectations.
- Just letting you know I’ll be out of the office from July 10th to July 12th.
- Please note the final exam will cover chapters 1 through 5.
- Heads up – we have a new seasonal special on the menu.
- Please note that the library will be closed on Sundays from now on.
- The city council wants to inform you about a community meeting to discuss the proposed redevelopment project.
Advanced Topics
For advanced learners, consider exploring the nuances of tone and register in different communication contexts. Pay attention to how subtle variations in language can impact the recipient’s perception of your message.
Experiment with combining different alternatives to create unique and nuanced expressions. For example, you could combine a formal phrase with an action-oriented phrase to create a polite but direct request.
Additionally, research the cultural differences in communication styles, as what is considered appropriate in one culture may not be in another.
Understanding the psychology of language can also enhance your communication skills. Consider how different phrases evoke different emotions and responses.
Use this knowledge to craft messages that are not only clear and informative but also persuasive and engaging. Finally, continue to expand your vocabulary and refine your understanding of grammar to become a more effective and versatile communicator.
FAQ
- Is “Please be advised” always formal?
Yes, “Please be advised” is generally considered a formal phrase. While it is widely understood and accepted in professional settings, it can sound overly bureaucratic or impersonal in more casual contexts. - When should I avoid using “Please be advised”?
Avoid using “Please be advised” in informal conversations, emails to close colleagues, or situations where a more relaxed and conversational tone is appropriate. In these contexts, opt for alternatives that are less formal and more engaging. - What is the best alternative to “Please be advised” for general business communication?
“Please note” is a good alternative for general business communication, as it strikes a balance between professionalism and approachability. It is suitable for internal memos, emails to supervisors, and other situations where a semi-formal tone is acceptable. - How can I make my communication sound more personal?