Introduction
In professional emails, first impressions matter. The phrase “I am writing to let you know” is clear and correct, but when used repeatedly, it can feel generic or overly formal. Polished alternatives help your message sound more confident, courteous, and engaging especially in business, academic, or client-facing communication.
Using varied expressions allows you to match the tone of your message to the situation, whether you’re sharing an update, making a request, or providing important information. The right wording can convey professionalism, respect, and clarity while maintaining a natural flow.
What Does “I Am Writing to Let You Know” Mean?
The phrase is commonly used to introduce information, updates, announcements, or requests in written communication. It signals purpose and sets context politely.
Tone: Neutral, professional, slightly formal
Typical Use: Emails, letters, official notices, workplace updates
When Should You Use Alternatives?
- To avoid repetition in emails
- To sound more confident or concise
- To match formal or semi-formal contexts
- To improve clarity and reader engagement
Is It Polite and Professional?
Yes—but alternatives often sound more natural, direct, and refined, especially in modern professional communication.
33+ Polite Synonyms for “I Am Writing to Let You Know”
1. I would like to inform you
Meaning: Formally shares information
Tone: Professional, formal
Example: I would like to inform you of the upcoming schedule change.
Why it works: Clear and widely accepted in business writing.
2. I am writing to inform you
Meaning: Direct informational introduction
Tone: Formal
Example: I am writing to inform you about the updated policy.
Why it works: Polished and authoritative.
3. I wanted to let you know
Meaning: Softer version of the original phrase
Tone: Polite, conversational
Example: I wanted to let you know that the meeting has been rescheduled.
Why it works: Friendly yet professional.
4. I would like to let you know
Meaning: Courteous way to share information
Tone: Polite, neutral
Example: I would like to let you know about the new deadline.
Why it works: Gentle and respectful.
5. I am reaching out to inform you
Meaning: Signals proactive communication
Tone: Professional
Example: I am reaching out to inform you of the latest updates.
Why it works: Modern and engaging.
6. I am contacting you to let you know
Meaning: Slightly more formal phrasing
Tone: Professional
Example: I am contacting you to let you know about the change.
Why it works: Suitable for external communication.
7. I would like to update you
Meaning: Introduces new or revised information
Tone: Professional
Example: I would like to update you on the project status.
Why it works: Clear and concise.
8. I am pleased to inform you
Meaning: Shares positive news
Tone: Polite, positive
Example: I am pleased to inform you that your request was approved.
Why it works: Adds warmth and professionalism.
9. I regret to inform you
Meaning: Introduces unfavorable information
Tone: Formal, respectful
Example: I regret to inform you that the event has been postponed.
Why it works: Standard professional etiquette.
10. I am writing to advise you
Meaning: Often used for guidance or notice
Tone: Formal
Example: I am writing to advise you of the upcoming changes.
Why it works: Clear and authoritative.
11. This email is to inform you
Meaning: Direct and purpose-focused
Tone: Neutral, professional
Example: This email is to inform you of the revised timeline.
Why it works: Efficient and clear.
12. I wish to inform you
Meaning: Formal, traditional phrasing
Tone: Very formal
Example: I wish to inform you of the official decision.
Why it works: Appropriate for official correspondence.
13. I am writing to update you
Meaning: Introduces new developments
Tone: Professional
Example: I am writing to update you on the progress.
Why it works: Common in workplace emails.
14. I would like to bring to your attention
Meaning: Highlights important information
Tone: Formal
Example: I would like to bring this issue to your attention.
Why it works: Emphasizes importance politely.
15. Please be advised
Meaning: Formal notice or instruction
Tone: Formal, authoritative
Example: Please be advised that the office will be closed.
Why it works: Direct and official.
16. I am writing to notify you
Meaning: Official notification
Tone: Formal
Example: I am writing to notify you of the policy update.
Why it works: Clear and professional.
17. I would like to notify you
Meaning: Polite alternative for formal notices
Tone: Professional
Example: I would like to notify you of the upcoming review.
Why it works: Courteous and structured.
18. I am sharing this to let you know
Meaning: Slightly informal but polite
Tone: Friendly-professional
Example: I am sharing this to let you know about the changes.
Why it works: Natural and approachable.
19. I wanted to inform you
Meaning: Softer, conversational notice
Tone: Polite
Example: I wanted to inform you that the files are ready.
Why it works: Friendly without losing professionalism.
20. I am writing to share
Meaning: Neutral information sharing
Tone: Professional
Example: I am writing to share the updated report.
Why it works: Simple and modern.
21. I’d like to share with you
Meaning: Friendly introduction
Tone: Polite, semi-formal
Example: I’d like to share with you some important updates.
Why it works: Warm and engaging.
22. I am reaching out to update you
Meaning: Signals proactive communication
Tone: Professional
Example: I am reaching out to update you on the timeline.
Why it works: Contemporary business tone.
23. I am writing regarding
Meaning: Introduces a topic or subject
Tone: Formal
Example: I am writing regarding your recent inquiry.
Why it works: Precise and widely used.
24. I am contacting you regarding
Meaning: Formal topic introduction
Tone: Professional
Example: I am contacting you regarding the contract.
Why it works: Suitable for official emails.
25. I wish to update you
Meaning: Formal update phrasing
Tone: Professional
Example: I wish to update you on the progress made.
Why it works: Polished and respectful.
26. I am writing to make you aware
Meaning: Highlights important information
Tone: Formal
Example: I am writing to make you aware of the changes.
Why it works: Clear and considerate.
27. I wanted to make you aware
Meaning: Softer version of the above
Tone: Polite
Example: I wanted to make you aware of the situation.
Why it works: Gentle and professional.
28. This is to inform you
Meaning: Direct and official
Tone: Formal
Example: This is to inform you that the deadline has changed.
Why it works: Concise and authoritative.
29. I am pleased to share
Meaning: Positive information sharing
Tone: Warm, professional
Example: I am pleased to share the final results.
Why it works: Adds enthusiasm politely.
30. I would like to share an update
Meaning: Introduces new information
Tone: Professional
Example: I would like to share an update on the project.
Why it works: Clear and neutral.
31. I am writing to confirm
Meaning: Confirms details or decisions
Tone: Professional
Example: I am writing to confirm our meeting.
Why it works: Direct and business-appropriate.
32. I am writing to follow up
Meaning: Refers to previous communication
Tone: Professional
Example: I am writing to follow up on our discussion.
Why it works: Standard workplace phrasing.
33. I am writing in reference to
Meaning: Formal reference to prior matter
Tone: Formal
Example: I am writing in reference to your request.
Why it works: Appropriate for formal correspondence.
Conclusion
While “I am writing to let you know” is perfectly correct, using thoughtful alternatives can elevate your emails and make your communication clearer, more engaging, and more professional. Whether you’re informing, updating, notifying, or sharing news, the right phrasing helps set the tone and build credibility. These 33+ polite synonyms give you flexibility to match your message to the situation—ensuring your emails sound polished, respectful, and effective every time.
