In professional and formal communication, the phrase “I am writing to inform you” is a common opener. However, overuse can make your writing sound repetitive and uninspired.
Mastering alternative phrases enhances the clarity, impact, and sophistication of your communication. This article explores a wide range of alternatives, providing detailed explanations, examples, and practice exercises to help you diversify your writing and make a stronger impression.
Whether you’re drafting emails, reports, letters, or any other formal document, understanding these alternatives will enable you to tailor your language to the specific context and audience. This article is designed for students, professionals, and anyone seeking to improve their written communication skills.
Table of Contents
- Introduction
- Definition: The Purpose of Informative Writing
- Structural Breakdown: Elements of an Informative Statement
- Types and Categories of Alternative Phrases
- Examples Section
- Usage Rules: Context and Tone
- Common Mistakes to Avoid
- Practice Exercises
- Advanced Topics: Nuance and Style
- FAQ Section
- Conclusion
Definition: The Purpose of Informative Writing
Informative writing aims to convey information clearly, accurately, and concisely. Its primary purpose is to educate the reader about a specific topic, event, or situation.
Unlike persuasive writing, which seeks to convince the reader, informative writing focuses on presenting facts and evidence without bias.
The phrase “I am writing to inform you” serves as an introductory statement, signaling the writer’s intent to provide information. It sets the tone for the communication and prepares the reader for the content that follows.
However, over-reliance on this phrase can make writing sound monotonous and less engaging.
Therefore, mastering a variety of alternative phrases is crucial for effective informative writing. By diversifying your language, you can create a more engaging and impactful reading experience, while also demonstrating a command of the English language.
Structural Breakdown: Elements of an Informative Statement
An effective informative statement typically consists of several core elements. Understanding these elements allows you to craft more precise and impactful opening phrases.
- Context: Briefly establish the background or reason for the communication.
- Purpose: Clearly state the intention to inform the reader.
- Subject: Identify the specific topic or subject matter.
- Action (Optional): Indicate any required action or follow-up.
Many alternative phrases incorporate these elements implicitly or explicitly. For example, a phrase like “This letter serves to notify you that…” includes both purpose (to notify) and subject (implied by the context).
By consciously considering these elements, you can select the most appropriate and effective opening for your communication.
Consider the following breakdown of a sample sentence: “I am writing to inform you about the upcoming changes to the company’s health insurance plan.”
- I am writing: The action of writing.
- to inform you: The purpose of the writing.
- about: Introduces the subject.
- the upcoming changes: The specific subject matter.
- to the company’s health insurance plan: Provides further context.
Types and Categories of Alternative Phrases
Alternative phrases for “I am writing to inform you” can be categorized based on formality, directness, and subject specificity. Understanding these categories helps you choose the most appropriate phrase for different communication scenarios.
Formal Alternatives
Formal alternatives are suitable for official letters, legal documents, and communications with superiors or individuals you do not know well. These phrases maintain a professional and respectful tone.
Semi-Formal Alternatives
Semi-formal alternatives are appropriate for business emails, internal memos, and communications with colleagues or clients where a slightly less rigid tone is acceptable. These phrases strike a balance between professionalism and approachability.
Direct Alternatives
Direct alternatives clearly and explicitly state the purpose of the communication. They are suitable for situations where clarity and conciseness are paramount.
Indirect Alternatives
Indirect alternatives imply the purpose of the communication without explicitly stating it. These phrases can be useful when you want to soften the tone or build rapport before delivering important information.
Subject-Specific Alternatives
Subject-specific alternatives are tailored to the specific topic or context of the communication. These phrases can add specificity and relevance to your writing.
Examples Section
This section provides a comprehensive collection of alternative phrases, categorized by formality and directness, with numerous examples to illustrate their usage.
Formal Alternatives: Examples
These phrases are best suited for formal letters, official notices, and communications with senior management or external stakeholders. They convey respect and professionalism.
The table below shows a list of formal alternatives and example usages.
| Alternative Phrase | Example Usage |
|---|---|
| I am writing to advise you that… | I am writing to advise you that your application has been approved. |
| I am writing to notify you that… | I am writing to notify you that the meeting has been rescheduled. |
| This letter serves to inform you that… | This letter serves to inform you that your contract will be renewed. |
| Please be advised that… | Please be advised that the building will be closed for maintenance. |
| I am writing to bring to your attention that… | I am writing to bring to your attention that there has been a data breach. |
| It is my duty to inform you that… | It is my duty to inform you that your department will be restructured. |
| I am writing to formally announce that… | I am writing to formally announce that Ms. Johnson has been appointed as CEO. |
| I wish to inform you that… | I wish to inform you that the project has been completed successfully. |
| Pursuant to your request, I am writing to inform you that… | Pursuant to your request, I am writing to inform you that the documents are ready for collection. |
| In accordance with company policy, I am writing to inform you that… | In accordance with company policy, I am writing to inform you that you are entitled to bereavement leave. |
| This is to officially notify you that… | This is to officially notify you that your employment has been terminated. |
| I am compelled to inform you that… | I am compelled to inform you that we have received a formal complaint regarding your conduct. |
| Under the terms of the agreement, I am writing to inform you that… | Under the terms of the agreement, I am writing to inform you that the lease will expire on December 31st. |
| I am writing to provide you with an update on… | I am writing to provide you with an update on the progress of the project. |
| I am writing to clarify… | I am writing to clarify the terms and conditions of the contract. |
| I am writing with regard to… | I am writing with regard to your recent inquiry about our services. |
| It has come to my attention that… | It has come to my attention that there are discrepancies in the financial reports. |
| We are pleased to announce that… | We are pleased to announce that our company has achieved record profits this year. |
| We regret to inform you that… | We regret to inform you that your application was not successful. |
| I am writing to formally request… | I am writing to formally request a meeting to discuss the proposed changes. |
| This communication serves as notification that… | This communication serves as notification that the new policy will take effect immediately. |
| Be it known that… | Be it known that the Board of Directors has unanimously approved the merger. |
| It is with deep regret that I must inform you that… | It is with deep regret that I must inform you that Mr. Smith passed away last night. |
| Please accept this letter as formal notification of… | Please accept this letter as formal notification of your upcoming performance review. |
| I am writing to apprise you of… | I am writing to apprise you of the current market conditions. |
Semi-Formal Alternatives: Examples
These phrases are suitable for emails, memos, and internal communications where a slightly more relaxed tone is appropriate. They maintain professionalism while fostering a friendly atmosphere.
The table below shows a list of semi-formal alternatives and example usages.
| Alternative Phrase | Example Usage |
|---|---|
| I wanted to let you know that… | I wanted to let you know that the project is on track. |
| Just a quick note to inform you that… | Just a quick note to inform you that the deadline has been extended. |
| I’m writing to update you on… | I’m writing to update you on the status of your order. |
| This is to let you know that… | This is to let you know that we’ve received your feedback. |
| I’m getting in touch to inform you about… | I’m getting in touch to inform you about the upcoming training session. |
| I’m reaching out to let you know… | I’m reaching out to let you know that the system will be down for maintenance. |
| For your information… | For your information, the new software has been installed. |
| Just to keep you in the loop… | Just to keep you in the loop, we’re making progress on the negotiations. |
| I thought you should know that… | I thought you should know that the client is very happy with your work. |
| I’d like to inform you that… | I’d like to inform you that your request has been processed. |
| As you may know… | As you may know, we are relocating our offices next month. |
| Following our conversation… | Following our conversation, I wanted to confirm the details of the agreement. |
| I’m writing with regards to… | I’m writing with regards to your application for the position of Marketing Manager. |
| Just a reminder that… | Just a reminder that the report is due on Friday. |
| Please note that… | Please note that the office will be closed on Monday for the holiday. |
| In reference to… | In reference to your email, I’m happy to provide more details. |
| As per our discussion… | As per our discussion, I have attached the revised document. |
| To keep you updated… | To keep you updated, the project is proceeding according to schedule. |
| Attached you will find… | Attached you will find the agenda for the upcoming meeting. |
| I am happy to announce that… | I am happy to announce that we have secured a new contract. |
| Just to give you a heads up… | Just to give you a heads up, the CEO will be visiting our department next week. |
| I’m writing to follow up on… | I’m writing to follow up on our previous discussion regarding the budget. |
| This email is to inform you that… | This email is to inform you that the system update is complete. |
| I’m sharing this information with you… | I’m sharing this information with you so you can prepare for the upcoming changes. |
| I wanted to bring to your attention… | I wanted to bring to your attention the recent increase in customer complaints. |
Direct Alternatives: Examples
These phrases get straight to the point, making them ideal for situations where clarity and efficiency are essential. They leave no room for ambiguity.
The table below shows a list of direct alternatives and example usages.
| Alternative Phrase | Example Usage |
|---|---|
| I am writing to confirm… | I am writing to confirm your attendance at the conference. |
| I am writing to request… | I am writing to request an extension on the deadline. |
| I am writing to inform you of… | I am writing to inform you of the new company policy. |
| I am writing to provide details about… | I am writing to provide details about the upcoming training program. |
| I am writing to announce… | I am writing to announce the launch of our new product. |
| I am writing to update you on… | I am writing to update you on the progress of the marketing campaign. |
| I am writing to clarify… | I am writing to clarify the payment terms. |
| I am writing to explain… | I am writing to explain the changes to the workflow. |
| The purpose of this letter is to… | The purpose of this letter is to outline the terms of our agreement. |
| I am writing to address… | I am writing to address your concerns regarding the recent changes. |
| I am writing to notify you about… | I am writing to notify you about the upcoming system maintenance. |
| I am writing to inquire about… | I am writing to inquire about the status of my application. |
| I am writing to report… | I am writing to report a security breach. |
| I am writing to advise you about… | I am writing to advise you about the potential risks. |
| I am writing to summarize… | I am writing to summarize the key findings of the report. |
| I am writing to highlight… | I am writing to highlight the areas where we need to improve. |
| I am writing to emphasize… | I am writing to emphasize the importance of safety. |
| I am writing to present… | I am writing to present the proposed budget. |
| I am writing to outline… | I am writing to outline the steps we will take to resolve the issue. |
| I am writing to detail… | I am writing to detail the specifications of the project. |
| I am writing to inform you regarding… | I am writing to inform you regarding the new compliance regulations. |
| I am writing to provide an overview of… | I am writing to provide an overview of the company’s financial performance. |
| I am writing to elaborate on… | I am writing to elaborate on the benefits of the new software. |
| My intention is to inform you of… | My intention is to inform you of the changes to the employee handbook. |
| This letter serves the purpose of informing you about… | This letter serves the purpose of informing you about the upcoming audit. |
Indirect Alternatives: Examples
These phrases ease into the topic gently, making them suitable for sensitive or delicate situations. They can help build rapport or soften the impact of bad news.
The table below shows a list of indirect alternatives and example usages.
| Alternative Phrase | Example Usage |
|---|---|
| I hope this email finds you well. I wanted to share some information about… | I hope this email finds you well. I wanted to share some information about the upcoming changes to our team structure. |
| Following our recent conversation, I thought it would be helpful to provide you with… | Following our recent conversation, I thought it would be helpful to provide you with a more detailed explanation of the process. |
| I’m following up on our previous discussion to let you know about… | I’m following up on our previous discussion to let you know about the next steps in the project. |
| Thank you for your email. In response to your inquiry, I’d like to inform you that… | Thank you for your email. In response to your inquiry, I’d like to inform you that your application is under review. |
| I trust you are doing well. I am writing to you today to discuss… | I trust you are doing well. I am writing to you today to discuss the potential impact of the new regulations. |
| I wanted to take a moment to update you on… | I wanted to take a moment to update you on the progress we’ve made on the new marketing campaign. |
| I thought it would be useful to provide you with some information regarding… | I thought it would be useful to provide you with some information regarding the new security protocols. |
| Just wanted to touch base and let you know about… | Just wanted to touch base and let you know about the upcoming training opportunities. |
| As a quick follow-up… | As a quick follow-up, I wanted to provide you with the latest updates on the project. |
| With reference to your recent inquiry… | With reference to your recent inquiry, I’m happy to provide the information you requested. |
| Further to our meeting on… | Further to our meeting on Monday, I am writing to provide you with a summary of the key points. |
| In light of recent events… | In light of recent events, I wanted to inform you about the changes we’re making to our security procedures. |
| Considering our previous correspondence… | Considering our previous correspondence, I felt it was important to update you on the situation. |
| Following up on our last conversation… | Following up on our last conversation, I wanted to share some new developments with you. |
| Building on our previous discussion… | Building on our previous discussion, I’d like to provide some additional context. |
| Hoping this finds you in good spirits, I wanted to share… | Hoping this finds you in good spirits, I wanted to share some exciting news about our new partnership. |
| I am taking the liberty of informing you… | I am taking the liberty of informing you of the upcoming changes to the parking policy. |
| With the intention of keeping you informed… | With the intention of keeping you informed, I am writing to provide you with the latest updates. |
| In an effort to keep you updated… | In an effort to keep you updated, I wanted to share the progress we’ve made on the project. |
| To ensure you are fully informed… | To ensure you are fully informed, I have attached all the relevant documents. |
| I’m writing to provide some context around… | I’m writing to provide some context around the recent budget cuts. |
| I wanted to give you a clearer picture of… | I wanted to give you a clearer picture of the challenges we are facing. |
| I’m sharing this with you so you’re aware of… | I’m sharing this with you so you’re aware of the potential impact on your team. |
| This is just a quick update on… | This is just a quick update on the status of the new product launch. |
| I thought you would appreciate knowing about… | I thought you would appreciate knowing about the upcoming changes to the benefits package. |
Subject-Specific Alternatives: Examples
These phrases are tailored to specific topics or industries, adding precision and relevance to your communication. They demonstrate a deeper understanding of the subject matter.
The table below shows a list of subject-specific alternatives and example usages.
| Subject Area | Alternative Phrase | Example Usage |
|---|---|---|
| Finance | This report details… | This report details the company’s financial performance for the quarter. |
| Human Resources | This memo outlines… | This memo outlines the new employee benefits program. |
| Marketing | This campaign aims to… | This campaign aims to increase brand awareness. |
| Information Technology | This update addresses… | This update addresses the security vulnerabilities in the system. |
| Legal | This document stipulates… | This document stipulates the terms and conditions of the agreement. |
| Healthcare | This protocol outlines… | This protocol outlines the steps to be taken in case of a medical emergency. |
| Education | This curriculum provides… | This curriculum provides a comprehensive overview of the subject. |
| Engineering | These specifications define… | These specifications define the requirements for the project. |
| Construction | This plan details… | This plan details the construction schedule and budget. |
| Sales | This proposal outlines… | This proposal outlines the benefits of our product and services. |
| Customer Service | This communication addresses… | This communication addresses your concerns regarding the recent service outage. |
| Project Management | This report summarizes… | This report summarizes the progress of the project and identifies any potential risks. |
| Research | This study investigates… | This study investigates the impact of social media on consumer behavior. |
| Supply Chain | This analysis examines… | This analysis examines the efficiency of our supply chain. |
| Manufacturing | This procedure describes… | This procedure describes the steps involved in the manufacturing process. |
| Environmental Science | This assessment evaluates… | This assessment evaluates the environmental impact of the project. |
| Government | This policy establishes… | This policy establishes the guidelines for data privacy. |
| Non-Profit | This initiative aims to… | This initiative aims to reduce poverty in the community. |
| Real Estate | This listing showcases… | This listing showcases the features of the property. |
| Journalism | This article reports on… | This article reports on the latest developments in the case. |
| (Legal) This correspondence serves as… | This correspondence serves as a formal notice of intent to sue. | |
| (Medical) This document provides details on… | This document provides details on the patient’s medical history and treatment plan. | |
| (Engineering) These calculations demonstrate… | These calculations demonstrate the structural integrity of the bridge. | |
| (Academic) This paper presents an analysis of… | This paper presents an analysis of the effects of globalization on local cultures. | |
| (Technology) This software update resolves issues with… | This software update resolves issues with network connectivity and security. |
Usage Rules: Context and Tone
Choosing the right alternative depends heavily on the context and desired tone. Consider the following guidelines:
- Audience: Who are you writing to? Adjust your language to suit their level of formality and understanding.
- Purpose: What is the main goal of your communication? Choose a phrase that reflects your intent.
- Subject: What is the topic of your message? Select a phrase that aligns with the subject matter.
- Relationship: What is your relationship with the recipient? Use a tone that is appropriate for your level of familiarity.
For example, when writing to a client, a semi-formal phrase like “I’m writing to update you on…” might be suitable. However, when writing to a superior, a formal phrase like “I am writing to advise you that…” would be more appropriate.
Moreover, pay attention to the overall tone of your message. If you’re delivering bad news, an indirect approach might be preferable.
If you’re providing straightforward information, a direct approach might be more effective.
Common Mistakes to Avoid
Avoid the following common mistakes when choosing alternatives to “I am writing to inform you”:
- Overly formal language: Using excessively formal language in informal situations can sound stilted and unnatural.
- Inappropriate tone: Using a casual tone in formal situations can be disrespectful and unprofessional.
- Ambiguous phrasing: Choosing a phrase that is too vague or unclear can confuse the reader.
- Repetitive language: Overusing the same alternative phrase can make your writing sound monotonous.
Here are some examples of common mistakes and their corrections:
| Incorrect | Correct |
|---|---|
| I hope you’re well. I’m writing to advise you that… (in an email to a colleague) | I hope you’re well. I’m writing to update you on… |
| Just a quick note to inform you that… (in a formal letter to a client) | I am writing to notify you that… |
| I’m writing to inform you about something. (vague and unspecific) | I am writing to inform you about the upcoming team meeting on Friday. |
Practice Exercises
Test your understanding with the following exercises. Choose the most appropriate alternative phrase for each scenario.
-
Scenario: You are sending an email to your team leader to update them on the progress of a project.
Question: Which of the following alternatives is most suitable?- I am writing to formally announce…
- I’m writing to update you on…
- This letter serves to inform you that…
Answer: b) I’m writing to update you on…
-
Scenario: You are sending a formal letter to a client to notify them of a change in their account status.
Question: Which of the following alternatives is most suitable?- Just a quick note to inform you…
- I wanted to let you know…
- I am writing to notify you that…
Answer: c) I am writing to notify you that…
-
Scenario: You are sending an email to a colleague to ask for clarification on a task.
Question: Which of the following alternatives is most suitable?- I am writing to inquire about…
- Please be advised that…
- This communication serves as notification that…
Answer: a) I am writing to inquire about…
-
Scenario: You are sending a memo to all employees to announce a new company policy.
Question: Which of the following alternatives is most suitable?- I thought you should know that…
- I am writing to formally announce that…
- I’m reaching out to let you know…
Answer: b) I am writing to formally announce that…
-
Scenario: You are sending an email to a customer to respond to their inquiry.
Question: Which of the following alternatives is most suitable?- For your information…
- Thank you for your email. In response to your inquiry, I’d like to inform you that…
- I wish to inform you that…
Answer: b) Thank you for your email. In response to your inquiry, I’d like to inform you that…
-
Scenario: You are sending a formal letter to a supplier to request a quote.
Question: Which of the following alternatives is most suitable?- I am writing to request…
- Just to keep you in the loop…
- I’m writing with regards to…
Answer: a) I am writing to request…
-
Scenario: You are sending an email to your manager to report a problem.
Question: Which of the following alternatives is most suitable?- I am writing to report…
- As you may know…
- Following our conversation…
Answer: a) I am writing to report…
-
Scenario: You are sending a memo to your team to remind them of an upcoming deadline.
Question: Which of the following alternatives is most suitable?- Just a reminder that…
- I am writing to clarify…
- Please accept this letter as formal notification of…
Answer: a) Just a reminder that…
-
Scenario: You are sending an email to a potential investor to provide an overview of your company.
Question: Which of the following alternatives is most suitable?- I am writing to provide an overview of…
- I thought it would be useful to provide you with some information regarding…
- This is just a quick update on…
Answer: a) I am writing to provide an overview of…
-
Scenario: You are sending a formal notice to a tenant to inform them of an increase in rent.
Question: Which of the following alternatives is most suitable?- This communication serves as notification that…
- I wanted to give you a clearer picture of…
- I’m sharing this with you so you’re aware of…
Answer: a) This communication serves as notification that…
Advanced Topics: Nuance and Style
Beyond simply replacing “I am writing to inform you,” advanced learners can focus on adding nuance and
style
- Vary Sentence Structure: Mix short, direct sentences with longer, more complex ones to create a dynamic reading experience.
- Use Active Voice: Active voice makes your writing more direct and engaging. For example, instead of “The decision was made by the committee,” write “The committee made the decision.”
- Incorporate Figurative Language: When appropriate, use metaphors, similes, and analogies to make your writing more vivid and memorable.
- Focus on the Reader: Frame your message from the reader’s perspective. Instead of “We are implementing a new system,” write “You will benefit from the new system because…”
- Show, Don’t Tell: Instead of simply stating a fact, provide evidence and examples to support your claims.
For instance, instead of saying “I am writing to inform you that the project is delayed,” you could say “Due to unforeseen circumstances, the project timeline has been extended. This delay will allow us to ensure the highest quality results, and we appreciate your understanding.”
FAQ Section
Q: Is it always necessary to avoid using “I am writing to inform you”?
A: No, it’s not always necessary to avoid it completely. In some situations, particularly in very formal or legal contexts, it’s perfectly acceptable.
However, diversifying your language can make your writing more engaging and effective.
Q: How do I choose the right alternative phrase?
A: Consider your audience, purpose, subject, and relationship with the recipient. Choose a phrase that aligns with the context and tone of your message.
Q: Can I combine alternative phrases?
A: Yes, you can combine elements from different phrases to create your own unique opening. Just make sure the resulting sentence is clear, concise, and grammatically correct.
Q: What if I’m not sure which phrase to use?
A: When in doubt, err on the side of clarity and professionalism. Choose a phrase that is direct and unambiguous.
Q: Are there any tools that can help me find alternative phrases?
A: Yes, online thesauruses, grammar checkers, and writing assistants can provide suggestions for alternative phrases.
Q: How important is tone in informative writing?
A: Tone is very important. While informative writing focuses on facts, the way you present those facts can significantly impact how the message is received.
A respectful, clear, and professional tone is generally preferred.
Q: What’s the difference between formal and informal informative writing?
A: Formal informative writing is typically used in professional or academic settings and adheres to strict grammatical rules and a serious tone. Informal informative writing is more relaxed and can be used in less official contexts, allowing for a more conversational style.
Q: How can I improve my informative writing skills?
A: Practice regularly, read widely, and seek feedback from others. The more you write and the more you expose yourself to different writing styles, the better you’ll become at crafting effective informative messages.
Conclusion
Mastering alternatives to “I am writing to inform you” is a valuable skill for anyone seeking to improve their written communication. By understanding the nuances of formality, directness, and subject specificity, you can craft more engaging, impactful, and professional messages.
Remember to consider your audience, purpose, and tone when choosing the right phrase. With practice and attention to detail, you can transform your writing from ordinary to extraordinary.