20 Polite Ways to Say “Please Be Advised” in an Email

In the realm of professional communication, striking the right tone is crucial. When it comes to conveying important information or requests, using polite language can significantly enhance the effectiveness of your message.

 “Please be advised” is a phrase commonly used in emails to draw attention to important details or instructions. However, there are various ways to convey the same message with a touch of courtesy and professionalism. Here are 20 polite alternatives to “Please be advised,” along with scenario examples for each:

List of Polite Ways to Say “Please Be Advised” in an Email

• Kindly be informed
• We would appreciate your attention
• May we bring to your attention
• We kindly request your awareness
• Please take note
• It is important to be aware that
• We wish to inform you
• Your attention is kindly requested
• We would like to notify you
• It is important to note that
• We would like to draw your attention
• We kindly ask for your consideration
• We would like to advise you
• Please be informed that
• It is imperative to understand that
• Your awareness is appreciated
• Please take into account
• We respectfully remind you
• We hope you are aware
• We kindly remind you to be advised

1. Kindly be informed

Scenario: Subject: Updated Meeting Schedule Dear Royal,

I hope this email finds you well. Kindly be informed that there have been some changes to the meeting schedule for next week. Instead of Thursday, the meeting will now take place on Friday at 10:00 AM. Please update your calendar accordingly.

Best regards, Oscar

Additional Note: This phrase adds a courteous tone to the message while ensuring the recipient is informed of the change in schedule.

2. We would appreciate your attention

Scenario: Subject: Urgent Action Required Dear Royal,

We would appreciate your attention to the upcoming deadline for submitting project proposals. The deadline has been moved forward to next Friday, and it is crucial that all proposals are finalized and submitted by then.

Warm regards, Oscar

Additional Note: Expressing appreciation for the recipient’s attention emphasizes the importance of the matter at hand.

3. May we bring to your attention

Scenario: Subject: Policy Update Notification Dear Royal,

May we bring to your attention the recent updates to our company’s travel policy. These changes include new guidelines for booking accommodations and submitting expense reports. Please review the attached document for details.

Best regards, Oscar

Additional Note: This phrase politely invites the recipient to focus on the highlighted information.

4. We kindly request your awareness

Scenario: Subject: Mandatory Training Reminder Dear Royal,

We kindly request your awareness of the mandatory training session scheduled for next Tuesday. Attendance is compulsory for all staff members, and your participation is greatly appreciated.

Warm regards, Oscar

Additional Note: Using “kindly” softens the request and emphasizes the importance of the training.

5. Please take note

Scenario: Subject: Policy Acknowledgment Required Dear Royal,

Please take note that all employees are required to review and acknowledge the updated data security policy by the end of this week. Your prompt attention to this matter is highly appreciated.

Best regards, Oscar

Additional Note: This phrase is straightforward yet polite, prompting the recipient to pay attention to the information provided.

6. It is important to be aware that

Scenario: Subject: Changes in Reporting Procedures Dear Royal,

It is important to be aware that there have been revisions to the procedures for submitting monthly reports. Moving forward, reports should be emailed directly to the finance department by the 5th of each month.

Warm regards, Oscar

Additional Note: This phrase emphasizes the significance of the information being conveyed.

7. We wish to inform you

Scenario: Subject: New Employee Onboarding Process Dear Royal,

We wish to inform you of the updated onboarding process for new hires, effective immediately. The process now includes additional orientation sessions and online training modules. Please refer to the attached document for details.

Best regards, Oscar

Additional Note: This phrase conveys the message in a polite and formal manner, indicating a desire to share important information with the recipient.

8. Your attention is kindly requested

Scenario: Subject: Important Announcement Regarding Office Closure Dear Royal,

Your attention is kindly requested regarding the upcoming office closure for renovations. The office will be closed from Monday, February 17th, to Friday, February 21st. Please plan your work accordingly.

Warm regards, Oscar

Additional Note: This phrase politely asks the recipient to focus on the forthcoming information.

9. We would like to notify you

Scenario: Subject: System Maintenance Notification Dear Royal,

We would like to notify you of scheduled maintenance on our internal server this weekend. Access to certain systems may be temporarily unavailable during this time. Please plan your tasks accordingly.

Best regards, Oscar

Additional Note: This phrase indicates a courteous intention to inform the recipient of important details.

Read More: Professional Ways to Say “I Will Do My Best”

10. It is important to note that

Scenario: Subject: Deadline Extension Request Dear Royal,

It is important to note that the deadline for submitting the project deliverables has been extended by one week. We understand the challenges faced and hope this extension allows for a more thorough completion of the tasks.

Warm regards, Oscar

Additional Note: This phrase highlights the significance of the information provided.

11. We would like to draw your attention

Scenario: Subject: Policy Violation Reminder Dear Royal,

We would like to draw your attention to the recent policy violation regarding the use of company resources for personal purposes. Please review the company policy handbook for a refresher on acceptable use guidelines.

Best regards, Oscar

Additional Note: This phrase politely directs the recipient’s focus to the specified matter.

12. We kindly ask for your consideration

Scenario: Subject: Volunteer Opportunity Announcement Dear Royal,

We kindly ask for your consideration in volunteering for our upcoming charity event. Your participation would greatly contribute to its success. Please let us know if you are interested.

Warm regards, Oscar

Additional Note: This phrase politely requests the recipient to consider the proposed opportunity.

13. We would like to advise you

Scenario: Subject: Performance Improvement Plan Implementation Dear Royal,

We would like to advise you that a performance improvement plan has been initiated to address certain areas for development. A meeting has been scheduled to discuss the plan further. Please let us know your availability.

Best regards, Oscar

Additional Note: This phrase indicates a courteous intention to offer advice or guidance.

14. Please be informed that

Scenario: Subject: Quarterly Sales Review Meeting Dear Royal,

Please be informed that the quarterly sales review meeting has been rescheduled to next Wednesday at 2:00 PM. Your attendance is required, and please prepare a brief overview of your team’s performance.

Warm regards, Oscar

Additional Note: This phrase conveys the message clearly while maintaining a polite tone.

15. It is imperative to understand that

Scenario: Subject: Budget Allocation Announcement Dear Royal,

It is imperative to understand that there have been adjustments made to the budget allocation for the upcoming fiscal year. Please review the updated budget spreadsheet attached to this email.

Best regards, Oscar

Additional Note: This phrase emphasizes the critical nature of the information being provided.

16. Your awareness is appreciated

Scenario: Subject: Employee Satisfaction Survey Reminder Dear Royal,

Your awareness is appreciated regarding the upcoming employee satisfaction survey. Your honest feedback is crucial in helping us improve our workplace environment. Please take a few moments to complete the survey when it becomes available.

Warm regards, Oscar

Additional Note: This phrase expresses gratitude for the recipient’s attention to the matter.

17. Please take into account

Scenario: Subject: Project Timeline Adjustment Dear Royal,

Please take into account the recent changes to the project timeline due to unforeseen circumstances. We have updated the schedule to reflect these changes, and we appreciate your flexibility in accommodating them.

Best regards, Oscar

Additional Note: This phrase politely requests the recipient to consider the provided information.

18. We respectfully remind you

Scenario: Subject: Expense Report Submission Reminder Dear Royal,

We respectfully remind you of the upcoming deadline for submitting your quarterly expense report. Please ensure all expenses are accurately documented and submitted by the end of the month.

Warm regards, Oscar

Additional Note: This phrase emphasizes the reminder in a courteous manner.

19. We hope you are aware

Scenario: Subject: Compliance Training Completion Reminder Dear Royal,

We hope you are aware of the pending completion of your compliance training modules. Please complete the remaining modules at your earliest convenience to ensure compliance with company regulations.

Best regards, Oscar

Additional Note: This phrase expresses a polite expectation that the recipient is already aware of the specified matter.

20. We kindly remind you to be advised

Scenario: Subject: Policy Violation Consequences Dear Royal,

We kindly remind you to be advised of the consequences outlined in the company policy for repeated violations. We urge you to review the policy and ensure adherence to its guidelines to avoid any disciplinary actions.

Warm regards, Oscar

Additional Note: This phrase serves as a polite reminder for the recipient to take heed of the advice provided.

Pros and Cons of Using Polite Language in Professional Communication

When it comes to professional communication, the use of polite language can have both advantages and disadvantages.

Pros:

• Maintains Professionalism: Polite language helps maintain a professional tone in communication, fostering respect and goodwill among colleagues and clients.
• Enhances Clarity: Polite phrases often clarify the intent of the message and encourage better understanding among recipients.
• Builds Positive Relationships: Politeness fosters positive relationships by demonstrating respect and consideration for others’ feelings and perspectives.
• Improves Reception: Messages delivered with politeness are more likely to be received positively, leading to better cooperation and engagement.

Cons:

• Lengthens Communication: Polite language may sometimes result in longer emails or messages, potentially leading to information overload.
• May Imply Formality: Overuse of polite language can sometimes come across as overly formal, leading to a perception of distance or aloofness.
• Risk of Misinterpretation: In some cases, excessive politeness may be misinterpreted as insincerity or passive-aggressiveness, leading to misunderstandings.
• Time-Consuming: Crafting polite messages may require additional time and effort, especially when compared to more direct forms of communication.

conclusion

While polite language plays a crucial role in professional communication by fostering respect and clarity, it is essential to strike a balance and consider the context and preferences of the recipient. By using polite language judiciously, one can effectively convey messages while maintaining professionalism and building positive relationships in the workplace.