It’s very common to start a formal email with “I am writing to let you know.” But have you written it one too many times?
Perhaps you’re looking for an alternative to spice things up. Well, you’ve come to the right place. This article will provide you with all the polite synonyms you can possibly need.
Is It Polite to Say “I Am Writing to Let You Know”?
It is polite to say “I am writing to let you know” at the start of an email. It is formal and acceptable, though it’s a little bit redundant because the reader already knows that you are writing for a specific reason.
We recommend using it in professional emails, but it can become quite repetitive. It’s worth trying other alternatives to keep your writing fresh.
Here is an example to show you how it works:
I am writing to let you know that I will not be coming into the office today.
- It’s a great way to start an email politely.
- It’s very professional.
- It’s redundant.
- Since it’s used quite a lot in formal emails, it’s become repetitive and boring.
“I am writing to let you know” is very popular, but it’s not the only choice available. That’s why we recommend exploring some alternatives for your formal emails.
Keep reading to find another way to say “I am writing to let you know.” There are plenty of useful synonyms available.
What to Say Instead of “I Am Writing to Let You Know”
- This email is to let you know
- I would like to let you know
- I would like to inform you
- I need to quickly mention
- As a quick note
- I’m emailing you to say
- I would like to make you aware
- I am writing to keep you informed
- To keep you in the loop
- So you’re aware
1. This Email Is to Let You Know
A good way to replace “I am writing to let you know” is “this email is to let you know.” Of course, there are some things you still need to watch out for.
Namely, “this email is to let you know” is still redundant. You do not always have to write “this email is to” when starting an email.
With that said, we recommend using it when mixing up your formal language between emails. That way, you can ensure that no two emails look the same.
So, try using it when emailing your boss. It’s a great one to remain professional, and it’s also quite impersonal, showing that you don’t know the recipient on a more friendly level.
You should also refer to this email example:
Dear Mr. Smith,
This email is to let you know that I will not be able to make the meeting at 3 p.m. I’m very sorry about the late notice.
All the best,
2. I Would Like to Let You Know
If you really want to sound as polite as possible, try writing “I would like to let you know.” It’s a great phrase showing your intention within your business email’s first sentence.
You may use it when emailing applicants looking for a job. It shows that you have information (either positive or negative) to share with them.
It’s a polite way to introduce the information, and it allows you to appear more friendly to the applicant (thus putting them at ease).
Here’s a great email sample to help you with it:
I would like to let you know that we have decided to go in another direction. Apologies for the inconvenience.
3. I Would Like to Inform You
You can also write “I would like to inform you” instead of “I am writing to let you know.” It’s a professional way to show that you have some information to share.
This phrase generally works best when emailing employees. Since it’s very formal, it usually implies you have something important to share, and it would be in your employees’ best interests to pay close attention to the email contents.
Check out this sample email as well:
I would like to inform you of my four-week notice period. Thank you so much for this opportunity.
All the best,
4. I Need to Quickly Mention
You can remain polite without sounding overly formal in an email. Something like “I need to quickly mention” is a great conversational synonym to use here.
It works best when sending relevant but minor information. Using “quickly” suggests that you won’t take up too much of someone’s time.
It also suggests that the information you share isn’t all that important, but it’s still worth mentioning.
Perhaps this example will also help you:
I need to quickly mention that I won’t be available on Monday. Can we reschedule the meeting for another day?
5. As a Quick Note
If you don’t have very important information to share, you may use “as a quick note.” It’s a great way to introduce an email when providing relevant information to someone.
For instance, you may use it when emailing an employee. It shows that you have a small task for them and would like them to get on top of it as soon as possible.
This phrase puts less pressure on the recipient. It doesn’t imply that your task is urgent or necessary. It simply says it’s “quick” and they need to know about it.
You may also refer to this email sample:
As a quick note, would you be able to come to the office on Saturday? I would like to run you through a few new things.
Thank you so much,
6. I’m Emailing You to Say
“I’m emailing you to say” is another great way to replace “I am writing to let you know.” It shows you have new information to provide someone.
We recommend using it when emailing colleagues. It shows that you need to mention something in the email.
Remember, though, “I’m emailing you” is often redundant. If you’re going to use it, you should only use it once. The more you use it, the more redundant and repetitive your emails become.
Don’t forget to review this email example:
I’m emailing you to say that we have already found someone to fill the role. So, you do not need to continue your search.
7. I Would Like to Make You Aware
It’s also worth using “I would like to make you aware” in some formal emails. It shows that you have some information to provide that someone might like to hear.
Using “make you aware” implies that you have heard about something before anyone else. It’s a great way to update coworkers if you’ve heard something from your boss that hasn’t become common knowledge yet.
Here’s a great example to show you how it works:
I would like to make you aware that they are continuing with the project without you. I’m very sorry about that.
8. I Am Writing to Keep You Informed
Relevant information is vital in formal emails. Otherwise, what’s the point of sending them? “I am writing to keep you informed” is a great phrase to include instead of “I am writing to let you know.”
Of course, both phrases start with “I am writing.” So, they are both somewhat redundant. With that said, it’s still good to use this in emails to employees. It shows that you have something new to tell them about.
Check out the following example as well:
I am writing to keep you informed that we have changed providers. Please find the new provider’s details attached.
All the best,
9. To Keep You in the Loop
Also, it’s worth having a more informal synonym instead of “I am writing to let you know.” Luckily, “to keep you in the loop” does the trick.
You can use this to keep someone up to date with information. It works well when emailing coworkers after you’ve heard some interesting news.
We only recommend using it if you have a close relationship with the recipient. That way, you can use more friendly phrases like “keep you in the loop” without issue.
You may also benefit from reviewing this example:
To keep you in the loop, we have changed how we do things. Would you like to meet with me to discuss the changes?
10. So You’re Aware
You can also write “so you’re aware” instead of “I am writing to let you know.”
It shows the recipient that you would like to share information with them. It’s a great way to introduce something important in an email.
We highly recommend this when emailing coworkers. It’s not the most professional phrase, but it’s still polite. So, you may not want to use it to email your boss, but people on the same level as you will work just fine.
Here’s a great email sample to help you with it:
So you’re aware, they are planning on changing the system on Friday. Do you need help setting it up?