Introduction
If you are learning grammar or striving to enhance your formal communication skills, you’ve likely come across the phrase “please be advised.” It’s a staple in professional writing—used in emails, legal documents, corporate announcements, and formal letters. But what exactly does this phrase mean, when should you use it, and are there better alternatives?
In this comprehensive guide, we will explore the full meaning, purpose, tone, and practical application of “please be advised.” You’ll also learn five effective alternatives that help you convey the same message in slightly different tones, suitable for various audiences. Whether you are a student, professional, or someone aiming to learn communication in English, this article will give you clarity and confidence in using formal expressions effectively.
What Does “Please Be Advised” Mean?
“Please be advised” is a formal phrase that means you are being officially informed or notified about something. It’s often used to introduce important information that the recipient is expected to take seriously or act upon.
At its core, the phrase is a polite yet authoritative way to give notice. It is frequently used in business, legal, administrative, or governmental communications where maintaining a formal tone is essential. If you are learning grammar for professional purposes, understanding how and when to use such formal constructions is critical.
Let’s break it down grammatically.
· Please – a courteous word that softens a command or instruction.
·”Be advised” uses the passive form of “advise,” a verb that conveys information or provides official notice.
The use of passive voice here removes the focus from the sender, helping the message sound more neutral, professional, and formal.
Why Is “Please Be Advised” Used?
People use this phrase to:
· Alert the reader to something important
· Add a formal or legal tone to the message
· Make sure the reader understands the importance and urgency of the message being communicated.
· Make communication sound neutral and objective
· Comply with professional or legal standards of language
If you’re trying to learn communication for professional use, phrases like “please be advised” help you transition from conversational English to corporate or administrative English, which often relies on structure, tone, and clarity.
When to Use “Please Be Advised”
There are specific scenarios where “please be advised” is entirely appropriate and even necessary. It fits best in situations where formality, structure, and clarity are required. Some examples include:
· Legal Notices: “Please be advised that the court hearing has been rescheduled.”
· Policy Updates: “Please be advised that the company’s remote work policy will change effective next month.”
· Compliance Reminders: “Please be advised that all team members must complete the annual security training.”
· Disciplinary Notices: “Kindly note that repeated infractions could lead to dismissal.”
· Security or Safety Information: “Please be advised that the building will undergo a fire drill tomorrow.”
In each of these cases, the phrase acts as a signal to the reader that they must take the message seriously and understand that the content carries weight or obligation.
The Tone and Style of “Please Be Advised”
Tone is a crucial aspect of communication, especially in written form. The tone of “please be advised” is:
· Formal
· Polite but distant
· Professional
· Authoritative
It’s not suitable for casual communication or personal emails. For instance, telling a friend “please be advised I’ll be late to dinner” may come off as robotic or awkward. Similarly, using this phrase too often in regular team emails could make you seem overly stiff or impersonal.
To learn grammar effectively, you must understand how tone affects the meaning and impact of what you write. Tone guides how your message is perceived—whether as a gentle reminder or a strict directive.
Is “Please Be Advised” Always Necessary?
The short answer is no. While grammatically correct and professionally accepted, “please be advised” is not always the most effective choice. In many modern workplaces, plain language is preferred because it is clearer, friendlier, and easier to digest.Relying too much on formal wording can cause your message to come across as stiff or unnecessarily complex.
For example, instead of saying:
“Please be advised that your meeting is scheduled for Friday,”
you could simply say:
“Your meeting is scheduled for Friday.”
The second version communicates the same information without losing clarity or respect. It also sounds more human and less like a legal memo.
If your goal is to learn communication that is modern, effective, and versatile, then it’s important to know when to simplify and when to maintain formality.
Learning to Replace “Please Be Advised”: 5 Alternatives
Let’s now look at five professional alternatives to “please be advised.” Each one maintains the core message—informing someone—but does so with a slightly different tone and structure. These alternatives will help you sound professional without sounding overly formal.
1. Please Note That
This is the most common and neutral alternative. It conveys attention and importance without sounding too legalistic. It works in both internal emails and external communication.
Example:
“Please note that the payment deadline has been extended to July 30.”
This version is polite, direct, and fits well into modern business writing. If you’re learning grammar for business English, this should be in your everyday vocabulary.
2. You Are Informed That
This alternative keeps the formality intact but softens the legal tone. It’s useful in administrative or internal notifications where a neutral tone is more appropriate than a strict one.
Example:
“Please note that your ID card is set to expire at the close of this month.”
It’s effective for policies, logistics, and HR updates.
3. This Is to Inform You That
This phrase sounds very official and works well in formal letters or emails, especially when communicating with clients, partners, or stakeholders.
Example:
“This is to inform you that your request has been approved by the finance department.”
If you’re working on improving formal business writing, this phrase is a solid and safe choice for many official communications.
4. We Would Like to Inform You That
This version adds a touch of warmth to the message. It makes the communication feel respectful, customer-friendly, and human, while still being formal.
Example:
“We would like to inform you that your account has been successfully renewed.”
It’s particularly useful in client relations, onboarding emails, and customer support updates.
5. Kindly Note That
This is a slightly softer and more courteous version of “please note that.” It’s popular in industries that value decorum and polite communication, such as healthcare, education, and hospitality.
Example:
“Kindly note that the training session has been rescheduled due to unforeseen circumstances.”
If your goal is to learn communication that feels polished and courteous, this phrase is an excellent addition to your writing toolbox.
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How to Choose the Right Phrase
When selecting the right phrase, consider:
· Your Audience: Are you addressing customers, internal employees, legal authorities, or clients?
· The Message’s Importance: Is it an urgent update, a friendly reminder, or a legal requirement?
· The Desired Tone: Do you want to sound formal, neutral, or polite and friendly?
Mastering this balance will allow you to write messages that are both professional and effective. As you learn grammar and grow confident in business writing, recognizing tone will become second nature.
Final Thoughts
“Please be advised” is a valid and useful phrase when used in the right setting. It carries a tone of seriousness and formality, ideal for official notices, legal communication, or policy updates. However, modern communication often calls for simpler, clearer language that feels more accessible and conversational. That’s where the alternatives we’ve discussed come into play.
To learn communication and grammar effectively, you must not only understand what a phrase means but also why it works (or doesn’t) in a particular situation. Adapting your language to the context is what sets apart a good communicator from a great one.
By adding alternatives like “please note,” “you are informed,” or “we would like to inform you” to your vocabulary, you give yourself more tools to write with precision and professionalism.
So the next time you’re drafting an important message, pause before typing “please be advised.” Ask yourself if the tone, audience, and intent truly require that level of formality. If not, reach for one of the alternatives you’ve just learned—and communicate smarter.