Leaning on the same phrase in every email or memo starts to feel robotic, and “please be advised” in particular can come across as stiff or bureaucratic. Having a range of alternatives lets you match your tone to the situation — whether you’re sending a formal notice, updating a colleague, or flagging something urgent — and that usually lands better with the reader.
Why “Please Be Advised” Can Feel Off
The phrase itself isn’t wrong. It’s been standard in legal, government, and corporate writing for a long time. The problem shows up when it’s used in situations where it creates unnecessary distance — like telling a teammate that the meeting moved, or letting a customer know their order shipped. In those cases, something more natural works better and actually gets read more carefully.
The alternatives below are grouped by how they’re best used, so you can pick the right one for the right situation.
“Please Be Advised” For Formal and Professional Writing
These work well in official notices, company-wide communications, HR announcements, legal correspondence, and any message where a degree of formality is genuinely appropriate.
“Please note that”
The most common direct replacement and probably the safest choice. It keeps the professional register without sounding like a legal document.
Example: Please note that the office will be closed on Friday, December 27.
“Kindly be informed that”
Slightly more formal than “please note,” often used in international business writing and customer communications. Works well in written notices.
Example: Kindly be informed that your account has been updated.
“This is to inform you that”
Clear, direct, and formal. Common in HR letters, official announcements, and administrative notices.
Example: This is to inform you that your application has been received.
“We wish to inform you that”
A bit warmer than “this is to inform you,” and fits situations where you want formality without coldness — think client letters or policy updates.
Example: We wish to inform you that our billing cycle will change starting next month.
“You are hereby notified that”
This one carries real legal weight. Use it in contracts, formal warnings, and official regulatory documents. It sounds out of place in routine emails.
Example: You are hereby notified that your lease will not be renewed.
“We would like to bring to your attention that”
Useful when you’re highlighting something specific that the reader might have overlooked or needs to act on.
Example: We would like to bring to your attention that the deadline has moved to the 15th.
“For your information” (or FYI in casual use)
Works in internal memos and informal professional updates where the reader just needs to know something without taking action. Can feel slightly dismissive depending on tone, so use it carefully.
Example: For your information, the server maintenance will run overnight.
“Please be aware that”
Very close in meaning to “please be advised” but slightly softer and less bureaucratic. Good general-purpose alternative for professional emails.
Example: Please be aware that parking restrictions apply during the festival weekend.
“It is important to note that”
Signals that what follows matters more than routine information. Use when you want the reader to pay close attention.
Example: It is important to note that late submissions will not be accepted.
“Please Be Advised” For Urgent or High-Priority Messages
When timing matters or action is needed, these options signal importance more directly.
“Please be aware that this is time-sensitive”
Tells the reader immediately that they can’t set this aside.
Example: Please be aware that this is time-sensitive — responses are needed by noon tomorrow.
“Urgent notice:”
Works as a subject line or opening label when something genuinely can’t wait.
Example: Urgent notice: The system will be down at 6 PM today.
“Action required:”
One of the clearest openers you can use when you need the reader to do something specific.
Example: Action required: Please confirm your attendance by Thursday.
“This requires your immediate attention”
Strong and direct. Best for situations where delay has real consequences.
Example: This requires your immediate attention — your account will be suspended without a response.
“Please take note of the following”
A softer way to introduce important details before listing them.
Example: Please take note of the following policy changes effective January 1.
Read more: 25 Other Ways to Say “Pleasure Meeting You” Naturally
“Please Be Advised” For Customer-Facing Communication
These work in emails, letters, or messages sent directly to customers, clients, or the public. They tend to feel warmer and more human than the original phrase.
“We want to let you know that”
Simple, direct, and friendly. Avoids sounding like a legal notice while still being clear.
Example: We want to let you know that your order has shipped.
“Just a heads-up”
Very casual, suitable for companies with a conversational brand voice. Not appropriate for formal business correspondence.
Example: Just a heads-up — we’ll be doing maintenance on Sunday morning.
“We’re reaching out to let you know”
Common in customer service emails. Feels personal and proactive rather than official.
Example: We’re reaching out to let you know about an update to your subscription.
“We wanted to make sure you’re aware”
Gentle and considerate in tone. Works when you’re flagging something the customer might have missed.
Example: We wanted to make sure you’re aware that your free trial ends this week.
“Please keep in mind that”
Good for reminders and policy clarifications, especially when the reader might forget or overlook something.
Example: Please keep in mind that returns must be postmarked within 30 days.
“A quick reminder that”
Ideal for follow-up messages or anything you’ve already communicated once.
Example: A quick reminder that our store hours change during the holidays.
“Please Be Advised” For Internal Team Communication
Between colleagues, over-formal language can create unnecessary distance. These options keep things professional without sounding stiff.
“Just wanted to flag that”
Casual and collegial. Works well in Slack, Teams, or a quick internal email.
Example: Just wanted to flag that the client moved the call to Thursday.
“Heads up”
Even more casual than “heads-up” spelled out. Fine for instant messaging and internal updates among people who know each other.
Example: Heads up — the printer on the second floor is out of paper.
“Worth noting”
Brief and understated. Good for adding a caveat or important detail inside a longer message.
Example: Worth noting — the API rate limits apply to all accounts, including ours.
“A quick note”
Signals that what follows is brief but important. Sets expectations for a short, clear message.
Example: A quick note before the meeting — the agenda has changed.
“Just a reminder”
Soft and non-confrontational. Suitable for recurring updates or when you’ve already told someone something once.
Example: Just a reminder that the Q3 reports are due Friday.
When You’re Responding to a Problem or Complaint
These are useful when you need to inform someone of a situation while maintaining goodwill.
“We’d like to make you aware that”
Similar to “we wanted to make sure you’re aware” but slightly more formal. Works well in response letters and complaint handling.
Example: We’d like to make you aware that this issue has been escalated to our technical team.
“We want to be transparent about”
Signals openness and honesty. Good when communicating bad news, delays, or problems where trust matters.
Example: We want to be transparent about the delay affecting your order.
“We’re writing to let you know”
Old-fashioned but clear. Common in formal letters and complaint responses.
Example: We’re writing to let you know that your refund has been processed.
“We would like to draw your attention to”
More formal, often used in written complaints, regulatory notices, or detailed correspondence.
Example: We would like to draw your attention to the clause on page three of the agreement.
Read also: 23 Other Ways to Say “Great Asset to the Team”
“Please Be Advised” Quick Reference by Situation
| Situation | Good choices |
| Legal or regulatory notice | You are hereby notified that / We would like to draw your attention to |
| Formal company announcement | This is to inform you / We wish to inform you |
| Everyday professional email | Please note that / Please be aware that |
| Customer message | We want to let you know / We’re reaching out to let you know |
| Urgent message | Action required / This requires your immediate attention |
| Internal team update | Just wanted to flag / Heads up / Worth noting |
| Reminder | A quick reminder / Just a reminder / Please keep in mind |
| Friendly casual update | Just a heads-up / We wanted to make sure you’re aware |
Choosing the Right Ways to Say “Please Be Advised”
The main question worth asking before you write is: how much distance do I want between me and the reader right now?
Legal documents and regulatory notices can justify language like “you are hereby notified” or “please be advised” because the formality serves a purpose — it signals that the document carries weight. But most workplace and customer emails don’t need that weight, and using heavy formal language in those situations can actually make people less likely to engage with what you’re saying.
For most professional emails, “please note that” or “please be aware that” give you everything “please be advised” gives you, with none of the stiffness. If you want to sound warmer toward a customer, “we want to let you know” covers the same ground in a way that feels like a real person wrote it.
When something is genuinely urgent, lead with that — “action required” or “this requires your immediate attention” will get noticed faster than any formal phrase that buries the urgency inside polite wording.
A Note on “Please Be Advised” Itself
None of this means “please be advised” is wrong. It still has a place in formal correspondence, legal notices, contracts, government communications, and official warnings. The point is simply that it’s often used in situations where it doesn’t belong — and in those places, something simpler serves the reader better.
I write clear, practical English lessons for everyday use. On Lingotexting, I break down grammar, vocabulary, and word types into simple ideas you can apply quickly. My focus is accuracy, real examples, and helpful visuals, so learners build confidence, improve writing, and communicate naturally in school, work, and daily life.