10 Professional Ways to Say “Just a Heads Up”

It’s good to warn or tell someone when something might have changed. But you need to know what to say professionally if you’re going to include “just a heads up” in a formal email.

Luckily, this article will explore how to politely give someone a heads up.

Is It Professional to Say “Just a Heads Up”?

It is not professional to say “just a heads up.” It’s not formal because it’s a casual option that does not make the shared information seem very important. Using “just” often takes away from the weight of your writing.

However, it is not rude to use “just a heads up.” In fact, it’s a polite way to inform friends or colleagues that you have some information that might help them.

For example:

Just a heads up, we will change how we operate during these projects. Will this affect your workload?


  • It’s a friendly way to share new information.
  • Using “just” allows you to keep things casual and considerate.


  • It’s far too informal for professional emails.
  • It’s a bit generic if you want to provide more information.

While “just a heads up” is a great casual phrase, it does not work well professionally. You should have a few alternatives ready to use instead to ensure you keep things as formal as possible.

Read on to learn more about how to say “heads up” professionally in an email.

What to Say Instead of “Just a Heads Up”

  • To update you
  • As a warning
  • In case you were not aware
  • By way of an update
  • I want to let you know
  • I would like to mention
  • To keep you in the loop
  • I would like to mention
  • You should know
  • It would help if you knew

1. To Update You

We recommend using “to update you” instead of “just a heads up” in formal emails. It’s a great one to include when you have new information to share. Most people will be very grateful to receive the information from you.

Generally, this works best when emailing employees. It comes with a slightly more authoritative tone, making it more acceptable when you want someone to stay in the loop because of changes you might have made.

This email example should help you understand more about it:

Dear Greta,

To update you, I think we are postponing any future meetings. I hope this isn’t going to cause an issue.

Danielle Gorrod

2. As a Warning

Not all updates are good. Sometimes, they come in the form of a warning. That’s where “as a warning” comes in. We recommend using it when you don’t want someone to get in trouble.

It allows you to warn someone through a business email. That way, they can be more cautious of their actions at work. Generally, it will prevent anything bad from happening, providing that they read and pay attention to your email.

Check out this email sample to learn more about it:

Dear Hazel,

As a warning, please be careful about submitting your next project. The administrator is going to pay close attention to it.

All the best,
Freya Wilkins

3. In Case You Were Not Aware

“In case you were not aware” is a great synonym for “just a heads up.” We highly recommend it when sharing new information.

Something like this works best when emailing coworkers. It shows you aren’t confident whether someone already has the information you’re about to share with them.

“In case” works here because it shows someone might already know the information. Still, it’s always worth emailing them to show that you’re trying to keep them in the loop.

Perhaps this example will also help you with it:

Dear Barry,

In case you were not aware, the director will be coming to the office tomorrow. Have you got everything in order yet?

Duncan Band

4. By Way of an Update

You can use “by way of an update” in a formal email when you have something important to share. It’s not a very personal phrase, making it an excellent choice when you’re looking for more professional and respectful language.

Generally, you can use this when emailing your boss. It shows that you respect them and would like to share an important update with them.

You should also refer to this sample email:

Dear Sally,

By way of an update, we will meet at 3 p.m. on Monday. Can you attend to learn more about the situation?

Philippa Ballser

5. I Want to Let You Know

There’s nothing wrong with being a bit more personal in your emails. You can use “I want to let you know” to share information with colleagues when something important comes up.

For instance, maybe your colleague wants to get a promotion. However, you might have heard that your boss has already hired someone to fill the role. If you learn about it before your colleague, you could use this friendly alternative to soften the blow.

Here’s a great email sample to show you more about it:

Dear Frank,

I want to let you know that they have already filled the position you were hoping for. I’m so sorry to be the one to tell you.

Best wishes,
Steven Redmayne

6. I Would Like to Mention

A great alternative to “just a heads up” is “I would like to mention.” It works well because it shows you want to share something briefly.

Generally, “mention” works when sharing minor details or information. You should not say “I would like to mention” before sending someone really important information or news. It will take away from the impact of what you’re saying.

You will also learn more from this email example:

Dear Jessica,

I would like to mention that we are moving forward as planned. I hope this comes as good news for you.

Kind regards,
Allan Terror

7. To Keep You in the Loop

Sometimes, casual phrases help to keep emails light-hearted, regardless of the context. We recommend using “to keep you in the loop” in these cases to email colleagues who might not know what’s going on in the workplace.

It’s a great way to keep everyone involved when you think it’s appropriate. You should use it to appear helpful and reliable.

After all, you never know when your colleagues might have information to share with you some day. It could help you again in the future.

This email example should show you how it works if you’re still unsure:

Dear Harold,

To keep you in the loop, I believe you should review the following files. They will help you understand more about the situation.

Best wishes,
Charlotte Rosindell

8. I Would Like to Mention

Another way to say “just a heads up” is “I would like to mention.” It’s a great one to include in most formal emails because it shows you have something relevant to share.

Generally, it works best when emailing coworkers. It shows that you’re on a similar level to them (i.e., you consider them a friend). The phrase allows you to share something you deem as relevant to help a coworker understand what’s going on.

This example will help you understand all you need to know:

Dear Howard,

I would like to mention that we are still working on a solution to this problem. We have not found one yet.

Kind regards,
Adam Reid

9. You Should Know

A more direct and clear alternative to “just a heads up” is “you should know.” It’s a great synonym because it shows you have very important information to share with someone.

“You should know” is a very confident phrase. It shows the information you have is vital for someone to hear. “Should” demonstrates just how important it is for someone to hear you out.

Don’t forget to check out this example as well:

Dear Melissa,

You should know that we went in another direction with the application process. We’re very sorry about this.

All the best,
Rebecca Carlton

10. It Would Help if You Knew

We recommend using “it would help if you knew” when sharing new information. It shows that you value someone’s input into a situation. It’s best to keep these people informed to ensure they know what’s going on at all times.

Generally, you would use a phrase like this when emailing coworkers. It shows you respect and value them as a teammate and want them to know something that you’ve recently learned.

Here is an email sample to show you more about how it works:

Dear Hillary,

It would help if you knew that we’re changing the plans for the project. Hopefully, this doesn’t cause too many problems for you.

All the best,
Daniel Evans