In professional settings, effective communication is paramount. While “Please be advised” is a common phrase used to introduce important information, relying on it repeatedly can make your writing sound monotonous.
This article explores a variety of alternative phrases that convey the same meaning with greater nuance and impact. Understanding these alternatives will enhance your communication skills, making your writing more engaging, clear, and professional.
This guide is suitable for professionals, students, and anyone looking to improve their written and spoken communication.
By mastering these alternatives, you can ensure that your messages are not only informative but also tailored to the specific context and audience. This will lead to better understanding and more effective collaboration.
Table of Contents
- Introduction
- Definition of “Please Be Advised”
- Structural Breakdown
- Alternative Phrases
- Examples
- Usage Rules
- Common Mistakes
- Practice Exercises
- Advanced Topics
- FAQ
- Conclusion
Definition of “Please Be Advised”
“Please be advised” is a formal phrase used to introduce information that the recipient should take note of. It serves as a polite way to draw attention to important details, instructions, or updates.
The phrase is typically used in written communication, such as emails, memos, and official notices, and is intended to convey a sense of authority and importance.
The phrase functions as a signal to the reader that the information following it is crucial and requires their attention. It is often used when providing instructions, announcing changes, or delivering important updates.
Structural Breakdown
The phrase “Please be advised” consists of three key components:
- “Please”: A polite request, softening the directive nature of the phrase.
- “Be”: A form of the verb “to be,” indicating a state or condition.
- “Advised”: The past participle of the verb “advise,” meaning to inform or notify.
The structure follows a passive voice construction, where the recipient is being “advised” rather than actively receiving advice. This contributes to the formal and somewhat impersonal tone of the phrase.
Alternative Phrases
While “Please be advised” is a useful phrase, it’s beneficial to have a range of alternatives to avoid repetition and tailor your message more effectively. These alternatives can be categorized based on their specific nuance and purpose.
Informational Alternatives
These alternatives focus on simply providing information in a clear and direct manner.
- Please note that…
- Kindly note that…
- For your information…
- Please be aware that…
- It is important to note that…
Directive Alternatives
These alternatives emphasize the action or instruction that the recipient needs to follow.
- Please remember to…
- You are required to…
- Please ensure that…
- It is essential to…
- Kindly take note of the following…
Formal Alternatives
These alternatives maintain a high level of formality, suitable for official communications.
- We would like to inform you that…
- We wish to advise you that…
- It has come to our attention that…
- We are writing to inform you that…
- Pursuant to…
Neutral Alternatives
These alternatives are suitable for general communication and maintain a balanced tone.
- Please remember that…
- Just a reminder that…
- We want to let you know that…
- This is to inform you that…
- Note that…
Emphatic Alternatives
These alternatives emphasize the importance or urgency of the information.
- It is crucial that…
- It is imperative that…
- It is vital that…
- Please pay close attention to…
- Of particular importance is…
Examples
The following tables provide examples of how to use each alternative phrase in a sentence.
Table 1: Informational Alternatives
This table illustrates the use of informational alternatives to “Please be advised,” providing context and clarity.
| Alternative Phrase | Example Sentence |
|---|---|
| Please note that… | Please note that the deadline for submissions has been extended to July 15th. |
| Kindly note that… | Kindly note that all employees are required to attend the mandatory safety training. |
| For your information… | For your information, the office will be closed on Monday for the public holiday. |
| Please be aware that… | Please be aware that construction work will be taking place near the main entrance. |
| It is important to note that… | It is important to note that changes to the policy will take effect immediately. |
| Please note that… | Please note that the conference room is booked for a meeting from 2 PM to 4 PM. |
| Kindly note that… | Kindly note that parking permits are required for all vehicles parked on company property. |
| For your information… | For your information, the new software will be installed over the weekend. |
| Please be aware that… | Please be aware that security cameras are in operation throughout the building. |
| It is important to note that… | It is important to note that all expense reports must be submitted by the end of the month. |
| Please note that… | Please note that the meeting has been rescheduled to Friday at 10 AM. |
| Kindly note that… | Kindly note that all visitors must sign in at the reception desk. |
| For your information… | For your information, the company picnic will be held on Saturday, August 5th. |
| Please be aware that… | Please be aware that the system will be undergoing maintenance tonight from 10 PM to 2 AM. |
| It is important to note that… | It is important to note that all employees are required to follow the dress code policy. |
| Please note that… | Please note that the training session will cover the new safety protocols. |
| Kindly note that… | Kindly note that all submissions must be in by the end of the business day. |
| For your information… | For your information, the CEO will be visiting our office next week. |
| Please be aware that… | Please be aware that there may be delays due to the ongoing road construction. |
| It is important to note that… | It is important to note that feedback from employees is highly valued and encouraged. |
| Please note that… | Please note that the cafeteria will be closed for renovations next week. |
| Kindly note that… | Kindly note that all employees are encouraged to participate in the upcoming charity event. |
| For your information… | For your information, the company has announced a new partnership with a leading tech firm. |
| Please be aware that… | Please be aware that the parking lot will be resurfaced next month. |
| It is important to note that… | It is important to note that compliance with the new regulations is mandatory. |
Table 2: Directive Alternatives
This table demonstrates how directive alternatives can be used to clearly instruct or guide the recipient.
| Alternative Phrase | Example Sentence |
|---|---|
| Please remember to… | Please remember to submit your timesheet by Friday. |
| You are required to… | You are required to complete the online training module before the end of the week. |
| Please ensure that… | Please ensure that all documents are properly signed and dated. |
| It is essential to… | It is essential to back up your files regularly to prevent data loss. |
| Kindly take note of the following… | Kindly take note of the following instructions regarding the new software update. |
| Please remember to… | Please remember to lock the office door before leaving for the day. |
| You are required to… | You are required to attend the mandatory safety briefing next Tuesday. |
| Please ensure that… | Please ensure that all reports are submitted in the correct format. |
| It is essential to… | It is essential to follow the company’s code of conduct at all times. |
| Kindly take note of the following… | Kindly take note of the following changes to the project timeline. |
| Please remember to… | Please remember to update your contact information in the employee directory. |
| You are required to… | You are required to participate in the annual performance review process. |
| Please ensure that… | Please ensure that all equipment is properly maintained and serviced. |
| It is essential to… | It is essential to adhere to the company’s security protocols. |
| Kindly take note of the following… | Kindly take note of the following guidelines for using the company’s resources. |
| Please remember to… | Please remember to RSVP for the company holiday party. |
| You are required to… | You are required to complete the onboarding process within the first week. |
| Please ensure that… | Please ensure that all invoices are submitted with the correct documentation. |
| It is essential to… | It is essential to protect sensitive information from unauthorized access. |
| Kindly take note of the following… | Kindly take note of the following steps for troubleshooting common issues. |
| Please remember to… | Please remember to review the updated employee handbook. |
| You are required to… | You are required to comply with the company’s data privacy policy. |
| Please ensure that… | Please ensure that all meetings are scheduled with sufficient notice. |
| It is essential to… | It is essential to maintain a professional demeanor at all times. |
| Kindly take note of the following… | Kindly take note of the following requirements for project deliverables. |
Table 3: Formal Alternatives
This table illustrates the use of formal alternatives, suitable for official and professional communication.
| Alternative Phrase | Example Sentence |
|---|---|
| We would like to inform you that… | We would like to inform you that your application has been approved. |
| We wish to advise you that… | We wish to advise you that the contract has been renewed for another year. |
| It has come to our attention that… | It has come to our attention that there has been a security breach. |
| We are writing to inform you that… | We are writing to inform you that the company is undergoing restructuring. |
| Pursuant to… | Pursuant to the agreement, we are required to provide you with this notification. |
| We would like to inform you that… | We would like to inform you that the new policy will be implemented next month. |
| We wish to advise you that… | We wish to advise you that the terms and conditions of the agreement have been updated. |
| It has come to our attention that… | It has come to our attention that some employees are not adhering to the dress code. |
| We are writing to inform you that… | We are writing to inform you that the annual meeting will be held on December 15th. |
| Pursuant to… | Pursuant to the law, we are obligated to report this incident to the authorities. |
| We would like to inform you that… | We would like to inform you that your request for a leave of absence has been granted. |
| We wish to advise you that… | We wish to advise you that the company’s financial results for the quarter are positive. |
| It has come to our attention that… | It has come to our attention that some vendors are not meeting the agreed-upon standards. |
| We are writing to inform you that… | We are writing to inform you that the company is expanding its operations to new markets. |
| Pursuant to… | Pursuant to the regulations, we are required to conduct regular audits. |
| We would like to inform you that… | We would like to inform you that the upcoming conference has been postponed. |
| We wish to advise you that… | We wish to advise you that the contract negotiations have reached a successful conclusion. |
| It has come to our attention that… | It has come to our attention that some employees are experiencing technical difficulties. |
| We are writing to inform you that… | We are writing to inform you that the company is launching a new employee wellness program. |
| Pursuant to… | Pursuant to the company’s policy, we are required to investigate all reported incidents. |
| We would like to inform you that… | We would like to inform you that your performance has exceeded expectations. |
| We wish to advise you that… | We wish to advise you that the merger with the other company has been finalized. |
| It has come to our attention that… | It has come to our attention that some customers are dissatisfied with the new service. |
| We are writing to inform you that… | We are writing to inform you that the company is committed to sustainability. |
| Pursuant to… | Pursuant to the guidelines, we are required to maintain accurate records. |
Table 4: Neutral Alternatives
This table provides examples of neutral alternatives that are suitable for general communication.
| Alternative Phrase | Example Sentence |
|---|---|
| Please remember that… | Please remember that the meeting starts at 9 AM sharp. |
| Just a reminder that… | Just a reminder that the deadline for registration is approaching. |
| We want to let you know that… | We want to let you know that the office will be closed for renovations. |
| This is to inform you that… | This is to inform you that your account has been updated. |
| Note that… | Note that the building’s security system is being upgraded. |
| Please remember that… | Please remember that all employees must wear their ID badges. |
| Just a reminder that… | Just a reminder that the annual company picnic is next weekend. |
| We want to let you know that… | We want to let you know that the new software has been released. |
| This is to inform you that… | This is to inform you that your request has been processed. |
| Note that… | Note that there will be a power outage on Sunday. |
| Please remember that… | Please remember that parking is limited in the downtown area. |
| Just a reminder that… | Just a reminder that the early bird discount expires soon. |
| We want to let you know that… | We want to let you know that the new website is now live. |
| This is to inform you that… | This is to inform you that your application is under review. |
| Note that… | Note that the library will be closed for maintenance. |
| Please remember that… | Please remember that the safety training is mandatory for all staff. |
| Just a reminder that… | Just a reminder that the team meeting is scheduled for tomorrow afternoon. |
| We want to let you know that… | We want to let you know that the customer service line is available 24/7. |
| This is to inform you that… | This is to inform you that your payment has been received. |
| Note that… | Note that the museum offers free admission on Fridays. |
| Please remember that… | Please remember that all submissions must adhere to the guidelines. |
| Just a reminder that… | Just a reminder that the company holiday party is coming up. |
| We want to let you know that… | We want to let you know that the new branch will be opening next month. |
| This is to inform you that… | This is to inform you that your order has been shipped. |
| Note that… | Note that the concert will start promptly at 8 PM. |
Table 5: Emphatic Alternatives
This table presents examples of emphatic alternatives for conveying utmost importance or urgency.
| Alternative Phrase | Example Sentence |
|---|---|
| It is crucial that… | It is crucial that you review the safety procedures before operating the machinery. |
| It is imperative that… | It is imperative that you report any suspicious activity to the security department. |
| It is vital that… | It is vital that you keep your password secure to protect confidential information. |
| Please pay close attention to… | Please pay close attention to the instructions outlined in the training manual. |
| Of particular importance is… | Of particular importance is the need to comply with all environmental regulations. |
| It is crucial that… | It is crucial that you complete the incident report immediately after any accident. |
| It is imperative that… | It is imperative that you follow the evacuation plan in case of a fire. |
| It is vital that… | It is vital that you maintain a safe distance from the construction site. |
| Please pay close attention to… | Please pay close attention to the warning signs posted throughout the facility. |
| Of particular importance is… | Of particular importance is the accuracy of the data entered into the system. |
| It is crucial that… | It is crucial that you adhere to the deadlines for project deliverables. |
| It is imperative that… | It is imperative that you seek medical attention immediately if you are injured. |
| It is vital that… | It is vital that you conserve energy and reduce waste whenever possible. |
| Please pay close attention to… | Please pay close attention to the feedback provided during the performance review. |
| Of particular importance is… | Of particular importance is the ethical conduct of all employees. |
| It is crucial that… | It is crucial that you understand the terms and conditions of the contract. |
| It is imperative that… | It is imperative that you report any conflicts of interest to management. |
| It is vital that… | It is vital that you maintain a positive and professional attitude. |
| Please pay close attention to… | Please pay close attention to the details when processing financial transactions. |
| Of particular importance is… | Of particular importance is the protection of customer data. |
| It is crucial that… | It is crucial that you follow the established procedures for handling sensitive information. |
| It is imperative that… | It is imperative that you comply with all applicable laws and regulations. |
| It is vital that… | It is vital that you communicate effectively with your team members. |
| Please pay close attention to… | Please pay close attention to the changes in the market trends. |
| Of particular importance is… | Of particular importance is the satisfaction of our customers. |
Usage Rules
When choosing an alternative to “Please be advised,” consider the following rules:
- Context: The context of your message should guide your choice. Formal situations may require more formal alternatives, while informal situations allow for more casual options.
- Audience: Consider your audience. Are you writing to colleagues, superiors, or clients? Tailor your language to suit their expectations.
- Purpose: What is the purpose of your message? Are you providing information, giving instructions, or expressing concern? Choose an alternative that aligns with your intent.
- Tone: Maintain a consistent tone throughout your message. Avoid mixing formal and informal language.
- Clarity: Ensure that your chosen alternative is clear and easy to understand. Avoid ambiguity.
Common Mistakes
Here are some common mistakes to avoid when using alternatives to “Please be advised”:
- Using overly formal language in informal settings: This can make your message sound stilted and unnatural.
- Using overly casual language in formal settings: This can be perceived as unprofessional.
- Choosing an alternative that is too vague or ambiguous: This can lead to confusion.
- Using the wrong tense or verb form: This can create grammatical errors.
- Overusing any single alternative: This can make your writing sound repetitive.
Table 6: Common Mistakes – Correct vs. Incorrect Examples
| Incorrect | Correct | Explanation |
|---|---|---|
| “Please be advised, yo, the meeting’s at 3.” | “Please note that the meeting is at 3 PM.” | Avoid overly casual language in professional settings. |
| “Just so you know, submit the report.” | “Please ensure that you submit the report.” | “Just so you know” is too informal; “Please ensure” is more appropriate. |
| “It is crucial you will submit the form.” | “It is crucial that you submit the form.” | Use the correct subjunctive form after “crucial.” |
| “We wish advising you that…” | “We wish to advise you that…” | Correct use of the infinitive form “to advise.” |
| “Note, the door is locked.” | “Note that the door is locked.” | Include “that” for better clarity and flow. |
| “It is important you do this.” | “It is important to do this.” | Correct grammar requires “to do” after “important.” |
| “Kindly noted that the deadline is tomorrow.” | “Kindly note that the deadline is tomorrow.” | Use the correct verb form “note” instead of “noted.” |
| “We are informing you, like, the event is cancelled.” | “We are writing to inform you that the event is cancelled.” | Avoid slang and use a more formal introduction. |
| “Remember submitting your timesheet.” | “Please remember to submit your timesheet.” | Use the correct infinitive form “to submit.” |
| “It has came to our attention…” | “It has come to our attention…” | Use the correct past participle “come.” |
Practice Exercises
Test your understanding with these practice exercises. Replace “Please be advised” with a suitable alternative in each sentence.
Exercise 1
Instructions: Replace “Please be advised” with an informational alternative from the section above.
Table 7: Practice Exercise 1
| Question | Answer |
|---|---|
| 1. Please be advised that the meeting will be held in the conference room. | 1. Please note that the meeting will be held in the conference room. |
| 2. Please be advised that all employees are required to attend the training session. | 2. Kindly note that all employees are required to attend the training session. |
| 3. Please be advised that the office will be closed on Monday. | 3. For your information, the office will be closed on Monday. |
| 4. Please be advised that construction work will be taking place next week. | 4. Please be aware that construction work will be taking place next week. |
| 5. Please be advised that changes to the policy will take effect immediately. | 5. It is important to note that changes to the policy will take effect immediately. |
| 6. Please be advised that the deadline for applications is June 30th. | 6. Please note that the deadline for applications is June 30th. |
| 7. Please be advised that parking is limited in the downtown area. | 7. Kindly note that parking is limited in the downtown area. |
| 8. Please be advised that the system will be undergoing maintenance this weekend. | 8. For your information, the system will be undergoing maintenance this weekend. |
| 9. Please be advised that security cameras are in operation throughout the building. | 9. Please be aware that security cameras are in operation throughout the building. |
| 10. Please be advised that all expense reports must be submitted by the end of the month. | 10. It is important to note that all expense reports must be submitted by the end of the month. |
Exercise 2
Instructions: Replace “Please be advised” with a directive alternative from the section above.
Table 8: Practice Exercise 2
| Question | Answer |
|---|---|
| 1. Please be advised to submit your timesheet by Friday. | 1. Please remember to submit your timesheet by Friday. |
| 2. Please be advised to complete the online training module. | 2. You are required to complete the online training module. |
| 3. Please be advised that all documents are properly signed and dated. | 3. Please ensure that all documents are properly signed and dated. |
| 4. Please be advised to back up your files regularly. | 4. It is essential to back up your files regularly. |
| 5. Please be advised of the following instructions. | 5. Kindly take note of the following instructions. |
| 6. Please be advised to lock the office door before leaving. | 6. Please remember to lock the office door before leaving. |
| 7. Please be advised to attend the safety briefing. | 7. You are required to attend the safety briefing. |
| 8. Please be advised that all reports are submitted in the correct format. | 8. Please ensure that all reports are submitted in the correct format. |
| 9. Please be advised to follow the company’s code of conduct. | 9. It is essential to follow the company’s code of conduct. |
| 10. Please be advised of the changes to the project timeline. | 10. Kindly take note of the changes to the project timeline. |
Exercise 3
Instructions: Replace “Please be advised” with a formal alternative from the section above.
Table 9: Practice Exercise 3
| Question | Answer |
|---|---|
| 1. Please be advised that your application has been approved. | 1. We would like to inform you that your application has been approved. |
| 2. Please be advised that the contract has been renewed. | 2. We wish to advise you that the contract has been renewed. |
| 3. Please be advised that there has been a security breach. | 3. It has come to our attention that there has been a security breach. |
| 4. Please be advised that the company is undergoing restructuring. | 4. We are writing to inform you that the company is undergoing restructuring. |
| 5. Please be advised that we are required to provide this notification. | 5. Pursuant to the agreement, we are required to provide you with this notification. |
| 6. Please be advised that the new policy will be implemented next month. | 6. We would like to inform you that the new policy will be implemented next month. |
| 7. Please be advised that the terms and conditions have been updated. | 7. We wish to advise you that the terms and conditions have been updated. |
| 8. Please be advised that some employees are not adhering to the dress code. | 8. It has come to our attention that some employees are not adhering to the dress code. |
| 9. Please be advised that the annual meeting will be held on December 15th. | 9. We are writing to inform you that the annual meeting will be held on December 15th. |
| 10. Please be advised that we are obligated to report this incident. | 10. Pursuant to the law, we are obligated to report this incident. |
Advanced Topics
For advanced learners, consider these more complex aspects:
- Subtleties of tone: Explore how different alternatives can subtly alter the tone of your message, even within the same category.
- Cultural considerations: Be aware that the appropriateness of certain alternatives may vary depending on cultural norms.
- Combining alternatives: Learn how to combine different alternatives to create more nuanced and impactful messages.