Have you ever opened an email that started with “Please be informed” and wondered what it really means—or whether it sounds too formal? In today’s fast-paced business world, how you share important information matters just as much as the information itself. Using the right words can make your emails clear, professional, and easy to understand—without sounding stiff or robotic.
In this blog, we’ll break down what “Please be informed” really means, when to use it, when to avoid it, and modern alternatives that keep your communication polite, effective, and engaging. Whether you’re writing to clients, colleagues, or managers, these tips will help you communicate important information with confidence.
Meaning and Purpose of “Please Be Informed” in Email Communication
The phrase “please be informed” is a formal email expression used to notify someone about important information, updates, changes, or decisions. It signals that the message contains content the recipient needs to know, even if no action is required.
At its core, the phrase performs one simple function:
It prepares the reader to receive information.
Example:
Please be informed that the office will remain closed on Friday due to maintenance work.
In professional settings, clarity matters more than emotion. This phrase helps establish a neutral, official tone, especially in corporate, legal, academic, or administrative communication.
Why “Please Be Informed” Is Common in Professional Emails
This phrase remains popular because it:
- Sounds respectful and neutral
- Works well in one-way communication
- Fits formal workplace culture
- Reduces emotional interpretation
- Signals authority and structure
Many organizations prefer it because it avoids sounding demanding. Unlike “do this” or “note that,” “please be informed” positions the sender as sharing information, not issuing a command.
Grammar Breakdown of “Please Be Informed”
From a grammatical perspective, this phrase uses the passive voice.
- Please → polite marker
- Be informed → passive verb construction
The implied subject is you.
Expanded meaning:
Please allow yourself to be informed about the following information.
While grammatically correct, passive voice can sometimes feel impersonal or distant, which is why modern email writing often prefers active alternatives.
Is “Please Be Informed” Polite or Passive?
It is both polite and passive.
Polite because:
- Includes the word “please”
- Avoids direct commands
- Maintains professionalism
Passive because:
- Does not directly address the reader
- Removes the sender from responsibility
- Can feel stiff in casual communication
In 2026, professionals increasingly balance politeness with clarity, choosing context over tradition.
When to Use “Please Be Informed” in Emails
Use this phrase when:
- Sharing official announcements
- Communicating policy changes
- Sending company-wide updates
- Writing to clients, vendors, or stakeholders
- Drafting legal or HR-related emails
Common use cases:
- Office closures
- Schedule changes
- System updates
- Policy revisions
- Contractual notifications
Example:
Please be informed that the project deadline has been extended to March 15.
When You Should Avoid Using “Please Be Informed”
Avoid this phrase when:
- Writing friendly or conversational emails
- Communicating with close colleagues
- Asking someone to take action
- Wanting to sound empathetic or warm
In casual settings, it may sound cold, robotic, or overly formal.
Instead of:
Please be informed that I’ll be late today.
Use:
Just a heads-up, I’ll be running a bit late today.
Formal vs Informal Usage in Modern Emails
Formal usage:
- Corporate emails
- Legal notices
- Government communication
- External stakeholders
Informal usage:
- Team chats
- Internal updates
- Friendly follow-ups
Rule of thumb:
If your email sounds like a memo, “please be informed” fits.
If it sounds like a conversation, it doesn’t.
Real-Life Email Examples Using “Please Be Informed”
Formal corporate email
Please be informed that the annual performance review cycle will begin on April 1.
Client notification
Please be informed that our pricing structure will be updated effective January 2026.
HR announcement
Please be informed that new leave policies have been introduced and are now available on the portal.
Each example shows clarity, neutrality, and professionalism.
Common Mistakes and Misunderstandings
Overusing the phrase
Using it in every email makes your writing sound repetitive and outdated.
Using it for requests
Wrong:
Please be informed to submit the report by Friday.
Correct:
Please submit the report by Friday.
Combining with emotional content
This phrase doesn’t work well with apologies, gratitude, or concern.
Better Alternatives to “Please Be Informed”
Modern email writing favors active, reader-focused language.
Better alternatives include:
- Please note that
- This is to inform you that
- We’d like to inform you that
- For your information
- Just a quick update
- We want to let you know
Each option changes the tone and warmth of the message.
Synonym Table with Contextual Usage
| Phrase | Best Used For | Tone |
| Please be informed | Official notices | Formal |
| Please note that | Important reminders | Semi-formal |
| We’d like to inform you | Client communication | Polite |
| Just a heads-up | Internal updates | Casual |
| For your information (FYI) | Neutral sharing | Neutral |
| We want to let you know | Friendly updates | Warm |
Choosing the right phrase improves reader trust and clarity.
Tone, Power, and Workplace Psychology
Language shapes perception.
“Please be informed”:
- Establishes authority
- Creates distance
- Signals finality
This can be useful when:
- Information is non-negotiable
- Decisions are already made
- No response is required
However, overuse can reduce engagement and collaboration.
Cultural and Global Business Context
In global communication:
- Common in Asian, Middle Eastern, and European corporate culture
- Less common in US startups and creative teams
- Often expected in government and legal sectors
Non-native English speakers use it because it feels safe and respectful, even if native speakers prefer alternatives.
Idioms and Professional Phrases Related to Informing
While idioms are rare in formal emails, understanding them helps avoid misuse.
Examples:
- Keep someone in the loop
- Bring someone up to speed
- On the same page
- Give a heads-up
These are not replacements for “please be informed” in formal writing but work well in modern workplace communication.
How Native Speakers Actually Use This Phrase
Native speakers use “please be informed” sparingly.
They prefer:
- Active voice
- Shorter sentences
- Direct subject-verb structure
Instead of:
Please be informed that the system will be unavailable.
They often write:
The system will be unavailable during maintenance hours.
Email Writing Best Practices for 2026
To communicate effectively:
- Lead with important information
- Use clear subject lines
- Avoid unnecessary formality
- Match tone to audience
- Prioritize clarity over tradition
Emails today compete for attention. Directness wins.
SEO, Clarity, and Reader-First Communication
Search engines reward content that:
- Answers real questions
- Matches user intent
- Uses natural language
- Demonstrates expertise
Clear communication improves:
- Open rates
- Trust
- Professional credibility
Good writing is no longer optional. It’s a career skill.
Final Takeaways for Professional Email Writing
- “Please be informed” is grammatically correct
- It works best in formal, one-way communication
- Overuse can sound dated or impersonal
- Modern alternatives often improve clarity
- Context determines correctness
Strong email writing balances politeness, clarity, and relevance.
FAQs
Is “please be informed” correct English?
Yes, it is grammatically correct and widely used in formal English.
Is “please be informed” rude?
No, but it can feel impersonal in casual settings.
Can I use “please be informed” in business emails?
Yes, especially in official or external communication.
What is a better alternative in modern emails?
“Please note that” or “We’d like to inform you” are often better.
Do native speakers still use this phrase?
Yes, but less frequently than in the past.
Conclusion
“Please be informed” remains a valid and useful phrase in professional email communication. However, effective writing in 2026 requires more than correctness. It requires awareness of tone, audience, and intent.
Used wisely, this phrase communicates authority and clarity. Used carelessly, it creates distance. The best communicators know when to inform, when to engage, and when to connect.
Master that balance, and your emails won’t just be read—they’ll be respected.
Virginia Woolf was a pioneering modernist writer whose profound insight reshaped literature and explored the depths of human consciousness. Her words continue to inspire generations to think, feel, and question deeply.
