Beyond "Please Be Advised": Alternative Phrases for Clarity

In professional communication, the phrase “Please be advised” is often used to introduce important information. However, overuse can make it sound formal, impersonal, or even passive-aggressive.

Mastering alternative phrases allows you to convey information with greater clarity, nuance, and impact. This article explores a variety of substitutes for “Please be advised,” offering a comprehensive guide to choosing the most appropriate phrase for different contexts.

Whether you’re drafting an email, writing a report, or giving a presentation, understanding these alternatives will enhance your communication skills and make your message more effective. This guide is beneficial for students, professionals, and anyone looking to improve their written and spoken English.

By learning these alternatives, you can tailor your language to suit the specific situation, audience, and desired tone, resulting in clearer and more impactful communication. Let’s explore how to make your message more professional, direct, and considerate.

Definition of “Please Be Advised”
Structural Breakdown of “Please Be Advised”
Alternatives to “Please Be Advised”
- To Inform
- To Notify
- To Remind
- To Announce
- To Recommend
- To Suggest
- To Alert
- To Update
- To Confirm
- To Clarify
Examples of Alternative Phrases in Use
Usage Rules and Considerations
Common Mistakes to Avoid
Practice Exercises
Advanced Topics
Frequently Asked Questions
Conclusion

Definition of “Please Be Advised”

“Please be advised” is a formal phrase used to introduce important information or instructions. It serves as a polite way to draw the recipient’s attention to something they need to know or consider.

The phrase is typically used in professional settings, such as emails, memos, and official announcements. It signals that the following information is crucial and requires the recipient’s attention.

While grammatically correct, its formality and potential for overuse can make it sound stiff or impersonal. The phrase is a combination of a polite request (“please”) and a passive construction (“be advised”), which can sometimes make the message seem less direct.

In essence, “Please be advised” functions as a formal heads-up. It indicates that the sender is providing information that the recipient should take note of.

However, its formality can sometimes create distance between the sender and the recipient, which is why exploring alternatives is essential for effective communication.

Structural Breakdown of “Please Be Advised”

The phrase “Please be advised” can be broken down into the following components:

Please: This is a polite request, indicating that the sender is asking the recipient to pay attention.
Be: This is the infinitive form of the verb “to be.”
Advised: This is the past participle of the verb “to advise,” used here in a passive voice construction.

The overall structure is a passive construction, which means the subject (the recipient) is acted upon rather than performing the action. This contributes to the phrase’s formal and somewhat indirect tone.

The passive voice emphasizes the information being conveyed rather than the person conveying it. This construction is common in formal writing but can sometimes lack the directness of active voice constructions.

Understanding this structure helps in recognizing why the phrase can sometimes sound impersonal. By using active voice alternatives, you can create a more engaging and direct message.

Alternatives to “Please Be Advised”

There are many alternatives to “Please be advised,” each with its own nuance and suitability for different situations. Choosing the right alternative depends on the specific message you want to convey and the relationship you have with the recipient.

Below, we explore some of the most common and effective alternatives, categorized by the intended function of the phrase.

To Inform

When your primary goal is to simply inform someone of something, consider these options:

Please note: A straightforward and polite way to draw attention to important information.
Kindly note: Similar to “please note,” but slightly more formal.
For your information: A neutral way to provide information without being overly demanding.
We would like to inform you: A more direct and personal way to convey information.
This is to inform you: A formal but clear way to state the purpose of the communication.

To Notify

When you need to officially notify someone of something, these alternatives can be useful:

We are writing to notify you: A formal and direct way to announce something official.
You are hereby notified: A very formal and legalistic way to provide notification.
This serves as notification: Another formal way to indicate that the communication is an official notification.

To Remind

When you want to gently remind someone of something, try these phrases:

Just a reminder: A casual and friendly way to jog someone’s memory.
As a reminder: A slightly more formal way to remind someone.
Please remember: A polite and direct way to ask someone to recall something.

To Announce

When you have an important announcement to make, these phrases can add emphasis:

We are pleased to announce: A positive and formal way to share good news.
We are excited to announce: Similar to the above, but with more enthusiasm.
Please be informed that we are announcing: A more formal and emphatic way to make an announcement.

When you want to offer a recommendation, consider these alternatives:

We recommend: A direct and professional way to suggest a course of action.
We suggest: Similar to “recommend,” but slightly less formal.
It is recommended that: A more formal and impersonal way to make a recommendation.

To Suggest

When you want to make a suggestion, these phrases can be helpful:

We suggest: A straightforward way to offer a suggestion.
You might consider: A gentle and non-demanding way to offer a suggestion.
It may be helpful to: A polite way to suggest a course of action.

To Alert

When you need to alert someone to a potential issue or problem, use these phrases:

Please be aware: A polite way to draw attention to a potential problem.
We would like to alert you: A more direct way to warn someone.
Please note the following warning: A strong way to emphasize a serious issue.

To Update

When providing an update, these alternatives are effective:

We would like to update you: A direct and informative way to provide new information.
Here is an update on: A concise way to introduce new information on a specific topic.
As an update: A simple and direct way to preface new information.

To Confirm

When you need to confirm information, consider these phrases:

Please confirm: A direct way to ask for confirmation.
We would like to confirm: A more formal way to request confirmation.
This is to confirm: A formal way to state that something is being confirmed.

To Clarify

When you need to clarify information, these alternatives are useful:

To clarify: A direct way to introduce clarifying information.
For clarification: A more formal way to indicate that the following information is for clarification.
To be clear: A straightforward way to ensure understanding.

Examples of Alternative Phrases in Use

The following tables provide examples of how to use alternative phrases in different contexts. Each table focuses on a specific category of alternatives and offers a variety of examples to illustrate their use.

Table 1: Alternatives to “Please Be Advised” – Informing

This table provides examples of how to use alternative phrases when the primary goal is to inform someone of something important.

Table 2: Alternatives to “Please Be Advised” – Reminding

This table showcases alternative phrases for gently reminding someone of an upcoming deadline, task, or event.

Original Sentence (Using “Please Be Advised”)	Alternative Sentence
Please be advised that the report is due on Friday.	Just a reminder that the report is due on Friday.
Please be advised of the upcoming training session next week.	As a reminder, the training session is scheduled for next week.
Please be advised to submit your timesheets by the end of the day.	Please remember to submit your timesheets by the end of the day.
Please be advised that the payment is due by the 15th.	Just a reminder that the payment is due by the 15th.
Please be advised of the meeting tomorrow at 10 AM.	As a reminder, the meeting is tomorrow at 10 AM.
Please be advised to complete the survey by Friday.	Please remember to complete the survey by Friday.
Please be advised that the deadline for registration is approaching.	Just a reminder that the deadline for registration is approaching.
Please be advised of the upcoming team building event.	As a reminder, the team building event is scheduled for next month.
Please be advised to update your contact information.	Please remember to update your contact information.
Please be advised that the maintenance check is scheduled for tomorrow.	Just a reminder that the maintenance check is scheduled for tomorrow.
Please be advised of the upcoming performance review.	As a reminder, your performance review is scheduled for next week.
Please be advised to review the updated safety guidelines.	Please remember to review the updated safety guidelines.
Please be advised that the conference call is scheduled for this afternoon.	Just a reminder that the conference call is scheduled for this afternoon.
Please be advised of the annual employee survey.	As a reminder, the annual employee survey is now available.
Please be advised to submit your travel expenses by the end of the month.	Please remember to submit your travel expenses by the end of the month.
Please be advised that the voting for the new board member ends tomorrow.	Just a reminder that the voting for the new board member ends tomorrow.
Please be advised of the deadline for submitting feedback on the project.	As a reminder, the deadline for submitting feedback on the project is approaching.
Please be advised to confirm your attendance at the gala.	Please remember to confirm your attendance at the gala.
Please be advised that the early bird discount expires soon.	Just a reminder that the early bird discount expires soon.
Please be advised of the mandatory training session.	As a reminder, the mandatory training session is scheduled for next week.

Table 3: Alternatives to “Please Be Advised” – Alerting

This table illustrates how to use alternative phrases when you need to alert someone to a potential issue, problem, or hazard.

Table 4: Alternatives to “Please Be Advised” – Announcing

This table features alternative phrases to use when making an important announcement, whether it’s good news or a significant change.

Original Sentence (Using “Please Be Advised”)	Alternative Sentence
Please be advised that we are launching a new product.	We are pleased to announce that we are launching a new product.
Please be advised that we are expanding our services.	We are excited to announce that we are expanding our services.
Please be advised that we are announcing a new partnership.	Please be informed that we are announcing a new partnership.
Please be advised that we are opening a new branch.	We are pleased to announce that we are opening a new branch.
Please be advised that we are introducing a new feature.	We are excited to announce that we are introducing a new feature.
Please be advised that we are announcing a company merger.	Please be informed that we are announcing a company merger.
Please be advised that we are launching a new marketing campaign.	We are pleased to announce that we are launching a new marketing campaign.
Please be advised that we are expanding our team.	We are excited to announce that we are expanding our team.
Please be advised that we are announcing a new CEO.	Please be informed that we are announcing a new CEO.
Please be advised that we are opening a new research facility.	We are pleased to announce that we are opening a new research facility.
Please be advised that we are introducing a new training program.	We are excited to announce that we are introducing a new training program.
Please be advised that we are announcing a new sustainability initiative.	Please be informed that we are announcing a new sustainability initiative.
Please be advised that we are launching a new mobile app.	We are pleased to announce that we are launching a new mobile app.
Please be advised that we are expanding our international operations.	We are excited to announce that we are expanding our international operations.
Please be advised that we are announcing a new scholarship program.	Please be informed that we are announcing a new scholarship program.
Please be advised that we are opening a new community center.	We are pleased to announce that we are opening a new community center.
Please be advised that we are introducing a new customer loyalty program.	We are excited to announce that we are introducing a new customer loyalty program.
Please be advised that we are announcing a new environmental policy.	Please be informed that we are announcing a new environmental policy.
Please be advised that we are launching a new educational platform.	We are pleased to announce that we are launching a new educational platform.
Please be advised that we are expanding our charitable contributions.	We are excited to announce that we are expanding our charitable contributions.

Table 5: Alternatives to “Please Be Advised” – Confirming

This table provides examples of how to use alternative phrases when you need to confirm information, a meeting, or an arrangement.

Original Sentence (Using “Please Be Advised”)	Alternative Sentence
Please be advised if you will be attending the meeting.	Please confirm if you will be attending the meeting.
Please be advised that we have received your payment.	We would like to confirm that we have received your payment.
Please be advised that your reservation has been made.	This is to confirm that your reservation has been made.
Please be advised if you received the package.	Please confirm if you received the package.
Please be advised that we have processed your request.	We would like to confirm that we have processed your request.
Please be advised that your order has been shipped.	This is to confirm that your order has been shipped.
Please be advised if you can attend the training session.	Please confirm if you can attend the training session.
Please be advised that we have approved your application.	We would like to confirm that we have approved your application.
Please be advised that your account has been activated.	This is to confirm that your account has been activated.
Please be advised if you agree with the proposed changes.	Please confirm if you agree with the proposed changes.
Please be advised that we have scheduled your appointment.	We would like to confirm that we have scheduled your appointment.
Please be advised that your registration is complete.	This is to confirm that your registration is complete.
Please be advised if you will be participating in the event.	Please confirm if you will be participating in the event.
Please be advised that we have received your feedback.	We would like to confirm that we have received your feedback.
Please be advised that your submission has been accepted.	This is to confirm that your submission has been accepted.
Please be advised if you require any further assistance.	Please confirm if you require any further assistance.
Please be advised that we have updated your profile.	We would like to confirm that we have updated your profile.
Please be advised that your request has been processed.	This is to confirm that your request has been processed.
Please be advised if you have any questions.	Please confirm if you have any questions.
Please be advised that we have received your inquiry.	We would like to confirm that we have received your inquiry.

Usage Rules and Considerations

When choosing an alternative to “Please be advised,” consider the following rules and guidelines:

Audience: Consider your relationship with the recipient. Formal phrases are more appropriate for external communications or when addressing superiors. Informal phrases are suitable for internal communications with colleagues.
Context: The context of the message should guide your choice. Urgent situations may require more direct language, while routine updates can be conveyed with gentler phrases.
Tone: Be mindful of the tone you want to convey. Some phrases are more assertive, while others are more polite and considerate.
Clarity: Ensure that the alternative phrase is clear and unambiguous. Avoid using jargon or overly complex language.
Purpose: The alternative should match the purpose of your message, whether it’s to inform, remind, alert, or confirm.

Exceptions: In some legal or formal contexts, “Please be advised” may be the preferred phrase due to its established usage. However, even in these situations, consider whether a more direct and modern alternative could be equally effective.

By carefully considering these factors, you can choose the most appropriate alternative to “Please be advised” and enhance the clarity and impact of your communication.

Common Mistakes to Avoid

Here are some common mistakes to avoid when using alternatives to “Please be advised”:

Using overly formal language in informal settings: This can create distance and make your message sound unnatural.
Using overly casual language in formal settings: This can be perceived as unprofessional or disrespectful.
Choosing an alternative that doesn’t match the purpose of your message: This can lead to confusion and miscommunication.
Overusing any single alternative: Vary your language to avoid sounding repetitive.
Using jargon or overly complex language: This can make your message difficult to understand.

Correct vs. Incorrect Examples:

Incorrect	Correct	Explanation
Please be advised that I’m just pinging you to see if you got my email.	Just checking in to see if you received my email.	Using “just checking in” is more appropriate for an informal email.
Yo, please be advised that the report is due tomorrow.	Please remember that the report is due tomorrow.	“Please remember” is more professional than “Yo, please be advised.”
Please be advised, FYI, the meeting is canceled.	For your information, the meeting is canceled.	“For your information” is a clearer and more concise alternative.
Please be advised, heads up, there’s a problem with the system.	Please be aware, there’s a problem with the system.	“Please be aware” is more direct and professional than “heads up.”
Please be advised, we’re stoked to announce the new product.	We are excited to announce the new product.	“We are excited to announce” is more professional than “we’re stoked to announce.”

Practice Exercises

Test your understanding of the alternatives to “Please be advised” with these practice exercises.

Exercise 1: Choose the best alternative for each sentence.

Question	Options	Answer
Please be advised that the office will be closed on Monday.	a) Just a reminder, b) This is to inform you, c) Please confirm	b) This is to inform you
Please be advised to submit your expense reports by Friday.	a) As a reminder, b) We are pleased to announce, c) Please be aware	a) As a reminder
Please be advised that there is a security breach in the system.	a) We are excited to announce, b) Please be aware, c) We would like to confirm	b) Please be aware
Please be advised that we are launching a new product line.	a) This is to inform you, b) We are pleased to announce, c) Please be aware	b) We are pleased to announce
Please be advised if you will be attending the conference.	a) Please confirm, b) Just a reminder, c) We are excited to announce	a) Please confirm
Please be advised that the system maintenance is scheduled for tonight.	a) We are pleased to announce, b) As a reminder, c) This is to inform you	c) This is to inform you
Please be advised to review the new safety protocols.	a) Please remember, b) We are excited to announce, c) Please be aware	a) Please remember
Please be advised that the deadline to register for the event is approaching.	a) We are pleased to announce, b) Just a reminder, c) Please be aware	b) Just a reminder
Please be advised that there is a potential for heavy traffic delays.	a) We are excited to announce, b) Please be aware, c) Please confirm	b) Please be aware
Please be advised that we are offering a new training course.	a) We are pleased to announce, b) This is to inform you, c) Please confirm	a) We are pleased to announce

Exercise 2: Rewrite the following sentences using a more appropriate alternative to “Please be advised.”

Please be advised that the meeting has been moved to a different location.
Please be advised to submit your feedback by the end of the week.
Please be advised that there is a power outage in the building.
Please be advised that we are introducing a new employee benefit.
Please be advised if you have any dietary restrictions for the event.
Please be advised that the system will be unavailable for maintenance.
Please be advised to update your password.
Please be advised that the closing date for applications is approaching.
Please be advised that there is a risk of flooding in the area.
Please
advised that there will be a guest speaker at the next seminar.

Advanced Topics

Delving deeper into the nuances of communication involves understanding how context, culture, and individual preferences influence the effectiveness of different phrases. While this guide offers a comprehensive overview of alternatives to “Please be advised,” the art of communication lies in adapting these alternatives to suit specific situations.

Cultural Sensitivity: Different cultures have varying expectations regarding formality and directness. What is considered polite in one culture may be perceived as overly formal or even rude in another. Be mindful of cultural differences when communicating with international audiences.
Personal Preferences: Some individuals prefer direct communication, while others appreciate a more subtle approach. Pay attention to the communication styles of your colleagues and clients, and tailor your language accordingly.
Emotional Intelligence: Effective communication involves understanding and responding to the emotions of others. Choose phrases that are not only clear and accurate but also empathetic and considerate.

Combining Alternatives: In some cases, combining different alternatives can create a more nuanced and effective message. For example, you might start with “Just a reminder” to jog someone’s memory, followed by “Please note” to emphasize an important detail.

Frequently Asked Questions

When is it still appropriate to use “Please be advised”?

While alternatives are often preferable, “Please be advised” may still be appropriate in formal or legal contexts where a high degree of formality is required. However, even in these situations, consider whether a more direct alternative could be equally effective.

How can I ensure that my message is clear and concise?

Use active voice, avoid jargon, and focus on the key information you want to convey. Break up long paragraphs into shorter, more digestible chunks.

Use bullet points or numbered lists to highlight important details.

What if I’m not sure which alternative to use?

When in doubt, choose a phrase that is clear, direct, and respectful. Consider your audience, the context of your message, and the tone you want to convey.

You can also ask a colleague or mentor for feedback.

How can I improve my overall communication skills?

Practice active listening, seek feedback from others, and continue to learn about effective communication strategies. Pay attention to the communication styles of successful communicators, and adapt their techniques to suit your own style and preferences.

Are there any online tools that can help me improve my writing?

Yes, there are many online tools available to help you improve your writing, including grammar checkers, style guides, and vocabulary builders. Some popular options include Grammarly, ProWritingAid, and Merriam-Webster’s Learner’s Dictionary.

Conclusion

Mastering alternatives to “Please be advised” is an essential skill for effective communication in professional settings. By understanding the nuances of different phrases and adapting your language to suit specific situations, you can enhance the clarity, impact, and professionalism of your messages.

Remember to consider your audience, the context of your message, and the tone you want to convey. With practice and attention to detail, you can become a more confident and effective communicator.

Beyond “Please Be Advised”: Alternative Phrases for Clarity

Table of Contents

Definition of “Please Be Advised”

Structural Breakdown of “Please Be Advised”