Introduction
As you work to learn grammar and build more effective writing and speaking habits in English, you’ll often come across phrases that sound formal, polished, or even intimidating. One such phrase is “please be advised.” You may see it in business letters, legal documents, policy updates, or formal emails—but what does it actually mean? And is it always necessary?
In this detailed article, we will break down the meaning and usage of “please be advised,” explore its tone, and show you how to use it appropriately. You’ll also discover five smarter, more adaptable alternatives that can make your communication more natural and just as professional. If you’re trying to learn communication skills that work in real-world situations, this guide will help you communicate with confidence and clarity.
Understanding the Phrase “Please Be Advised”
The phrase “please be advised” is a polite and formal way of notifying or informing someone of a fact, condition, or upcoming event. You’ll frequently find it in formal messages such as emails, memos, and official announcements where a professional tone is needed.
Meaning in Simple Terms:
“You are being officially or formally told this information.”
This phrase does not express emotion or opinion. It’s neutral, formal, and used when you want to inform the reader with authority and politeness.
For example:
- “Kindly note that the office will remain closed next Friday.”
- “Please be advised that your application has been accepted.”
This kind of phrasing makes sense in legal, corporate, or institutional environments where tone and structure matter.
The Grammar Behind “Please Be Advised”
Let’s look at the construction of the phrase:
- Please: a polite word that shows respect and softens commands
- Be advised: a passive form of “advise,” meaning “to inform or notify”
Together, “please be advised” uses passive voice, which is often used in formal or impersonal communication. It distances the writer from the statement, giving the sentence a more official and neutral tone.
If you’re trying to learn grammar effectively, understanding the difference between active and passive voice is important. For example:
- Active: “We are informing you of the new policy.”
- Passive: “Please be advised of the new policy.”
The second version sounds more official and is often seen in policies, contracts, or HR documents.
Why and When to Use “Please Be Advised”
You might wonder why people use this phrase at all. Isn’t it easier to just say what you need to say? In some cases, yes—but “please be advised” serves a specific purpose. It signals importance and sets a formal tone before the information is shared.
Here are some common situations where it works well:
- Legal communication – To make formal notices or disclaimers
- Workplace policies – To announce changes in rules, schedules, or procedures
- Client updates – When informing clients of serious or policy-based matters
- Official letters – For disciplinary action, contract terms, or compliance requirements
- Medical or academic documents – To communicate professionally and respectfully
Example sentences:
- “Please be advised that failure to submit the documents may lead to disqualification.”
- “Please be advised that your contract is subject to renewal upon review.”
If you’re trying to learn communication for formal writing, knowing how and when to use such expressions gives your writing a more polished, competent tone.
When Not to Use “Please Be Advised”
As useful as the phrase is, there are many situations where it sounds too stiff, outdated, or unnecessary. In today’s workplace, clear and direct communication is often more effective than overly formal phrasing.
Here’s when you should probably avoid it:
- In casual emails between colleagues or teammates
- In friendly or collaborative communication
- In text messages or internal chats
- When simplicity and clarity are more important than formality
Instead of writing:
“Just a heads-up—I’ll be away from the office tomorrow.”
you can simply say:
“I’ll be out of the office tomorrow.”
That version is just as clear and much more natural—especially if you’re trying to build workplace rapport or sound more approachable.
Alternatives to “Please Be Advised”
Now let’s look at five effective alternatives to “please be advised.” These phrases allow you to maintain professionalism while improving readability and tone. Each option comes with a brief explanation and an example so you can learn how to use it in real-world scenarios.
1. Please Note That
This is one of the best and most widely used replacements. It sounds professional without being overly formal, and it’s easy to use in any setting.
Example:
“All team members are reminded to finish the training by this Friday.”
This version maintains authority while sounding less robotic. It’s especially helpful if you’re trying to learn grammar that suits corporate emails.
2. Kindly Be Informed That
This alternative is slightly more formal and polite. It is often used in administrative, governmental, or customer service communication.
Example:
“We wish to inform you that your invoice has now been successfully handled.”
This version is still formal but has a softer, more respectful tone—ideal for external communication.
3. This Is to Inform You That
This phrase is clear, structured, and widely used in formal notices. It makes the purpose of the message obvious right from the start.
Example:
“We’re writing to let you know that your leave request has been officially granted.”
It’s excellent for business or academic contexts and provides a good sentence structure if you’re learning communication skills.
4. We Would Like to Inform You That
This is a courteous and personable option. It shows professionalism but adds a friendly tone, making it perfect for emails to clients or customers.
Example:
“We would like to inform you that your subscription has been successfully renewed.”
If you’re writing professionally but still want to sound approachable, this is a great choice.
5. For Your Information
Often abbreviated as FYI, this is the least formal alternative. It’s great for internal communication where you simply want to share useful or important details.
Example:
“For your information, the system will be down for maintenance this Saturday.”
If you are learning grammar for everyday office communication, knowing how to use “FYI” properly will come in handy.
Learning Communication Through Context and Tone
As you continue to learn grammar and communication, always pay attention to tone and context. Not every sentence needs to sound formal. On the other hand, some messages do require a more serious or respectful tone. Knowing when to choose one phrase over another depends on:
- The audience (is it a coworker, boss, customer, or lawyer?)
- The purpose (is it informational, instructional, or legal?)
- The setting (is it a casual chat, formal report, or client notice?)
Effective communication is not just about grammar. It’s about delivering your message in the right way, with the right words, to the right people. Choosing whether or not to use “please be advised” is a small but powerful part of that process.
Conclusion
“Please be advised” is a formal and grammatically correct phrase used to communicate important information in a respectful and professional tone. While it serves a clear purpose in legal, business, and administrative writing, it may not always be the best choice in everyday or casual communication.
As you learn grammar and improve your communication, aim for clarity, precision, and tone awareness. Explore other phrases like “please note,” “kindly be informed,” or “we would like to inform you” to make your messages sound more polished and appropriate for the setting.
The key is not to memorize phrases blindly but to understand when and why to use them. That’s how you turn grammar knowledge into powerful communication. Whether you’re writing to a colleague, customer, or corporate team, making the right language choices will help you stand out—and be understood.
