The phrase “please be advised” is a common way to introduce important information, but overuse can make your writing sound formal, impersonal, or even outdated. Mastering alternative phrases can significantly enhance your communication skills, making your messages more engaging and effective.
This article explores a variety of substitutes for “please be advised,” providing you with the tools to choose the most appropriate wording for different contexts. Whether you’re writing a formal report, a casual email, or giving a presentation, understanding these alternatives will help you convey your message with clarity and impact.
This guide is designed for English language learners, professionals aiming to refine their communication, and anyone looking to add nuance to their writing and speaking.
By the end of this article, you’ll not only understand the nuances of “please be advised” but also be equipped with a rich vocabulary of alternative phrases, along with practical examples and exercises to solidify your understanding.
Table of Contents
- Introduction
- What Does “Please Be Advised” Really Mean?
- Structural Breakdown of “Please Be Advised”
- Alternatives to “Please Be Advised”
- Examples in Context
- Usage Rules and Considerations
- Common Mistakes to Avoid
- Practice Exercises
- Advanced Topics: Nuances and Subtleties
- Frequently Asked Questions
- Conclusion
What Does “Please Be Advised” Really Mean?
“Please be advised” is a formal phrase used to introduce information that the speaker or writer deems important for the recipient to know. It essentially means “take note,” “be aware,” or “consider the following.” The phrase often precedes a statement of fact, a warning, a directive, or an announcement.
Classification: It falls under the category of an introductory phrase or a discourse marker, serving to signal the importance of the information that follows. It is considered formal and is typically used in professional or official contexts.
Function: Its primary function is to alert the reader or listener to pay close attention to the subsequent information. It adds a layer of formality and emphasizes the significance of the message.
Contexts: This phrase is commonly found in:
- Official letters
- Legal documents
- Company memos
- Formal announcements
- Notices
Structural Breakdown of “Please Be Advised”
The phrase “please be advised” is composed of three key elements:
- Please: A polite request, softening the directive nature of the phrase.
- Be: The imperative form of the verb “to be,” indicating a command or instruction.
- Advised: The past participle of the verb “to advise,” meaning to inform or give counsel. In this context, it implies that the recipient is being informed of something important.
The structure follows a standard imperative construction, where “be” acts as the main verb, and “advised” functions as its complement. The addition of “please” transforms the command into a courteous request.
The phrase is typically followed by a “that” clause introducing the information being conveyed (e.g., “Please be advised that the meeting has been postponed”). However, the “that” can often be omitted for brevity, especially in informal writing (e.g., “Please be advised the meeting has been postponed”).
Alternatives to “Please Be Advised”
While “please be advised” is grammatically correct, it can often sound stiff and impersonal. Here are several alternative phrases, categorized by the specific nuance they convey:
To Inform
These phrases are suitable when you want to simply convey information without necessarily emphasizing a warning or directive.
- Please note
- Kindly note
- For your information
- We would like to inform you
- We are writing to inform you
- This is to inform you
- You should know
To Notify/Alert
Use these phrases when you want to bring something important or urgent to someone’s attention.
- Please be aware
- Please be informed
- We wish to notify you
- We are notifying you
- You should be aware
- Take note
To Remind
These are useful when you are reiterating information that has been previously communicated.
- Please remember
- As a reminder
- Kindly remember
- We would like to remind you
- Just a reminder
To Announce
Use these when you are making a formal or public declaration.
- We are pleased to announce
- We are happy to announce
- We are delighted to announce
- We are excited to announce
To Suggest/Recommend
These phrases are appropriate when offering advice or recommendations.
- We suggest
- We recommend
- It is recommended that
- We advise
To Update
Use these when you are providing new or revised information.
- Please be updated
- We would like to update you
- Here’s an update
To Draw Attention
These phrases are useful for highlighting specific information.
- Please pay attention to
- It is important to note
- We would like to draw your attention to
To Confirm
Use these when you are verifying or affirming information.
- Please confirm
- We would like to confirm
- This is to confirm
Examples in Context
The following tables provide examples of how to use these alternative phrases in various contexts.
Table 1: Alternatives for Informing
This table illustrates different ways to convey information using phrases that are less formal than “please be advised.”
| Original Phrase | Alternative Phrase | Example Sentence |
|---|---|---|
| Please be advised that the deadline has been extended. | Please note that the deadline has been extended. | Please note that the deadline has been extended to Friday. |
| Please be advised that the office will be closed on Monday. | Kindly note that the office will be closed on Monday. | Kindly note that the office will be closed on Monday for the holiday. |
| Please be advised that your application has been received. | For your information, your application has been received. | For your information, your application has been received and is under review. |
| Please be advised that the meeting room has been changed. | We would like to inform you that the meeting room has been changed. | We would like to inform you that the meeting room has been changed to Room 202. |
| Please be advised that the report is due next week. | We are writing to inform you that the report is due next week. | We are writing to inform you that the report is due next week, on Friday at 5 PM. |
| Please be advised that the system will be down for maintenance. | This is to inform you that the system will be down for maintenance. | This is to inform you that the system will be down for maintenance on Sunday from 2 AM to 6 AM. |
| Please be advised that you are required to attend the training. | You should know that you are required to attend the training. | You should know that you are required to attend the mandatory safety training next week. |
| Please be advised that the policy has been updated. | Please note the policy has been updated. | Please note the policy has been updated on the company website. |
| Please be advised that parking is limited. | Kindly note that parking is limited. | Kindly note that parking is limited, especially during peak hours. |
| Please be advised that all visitors must register at the front desk. | For your information, all visitors must register at the front desk. | For your information, all visitors must register at the front desk upon arrival. |
| Please be advised that the conference call will be recorded. | We would like to inform you that the conference call will be recorded. | We would like to inform you that the conference call will be recorded for training purposes. |
| Please be advised that overtime requires prior approval. | We are writing to inform you that overtime requires prior approval. | We are writing to inform you that overtime requires prior approval from your supervisor. |
| Please be advised that the dress code is business casual. | This is to inform you that the dress code is business casual. | This is to inform you that the dress code is business casual for all office employees. |
| Please be advised that all employees are eligible for benefits. | You should know that all employees are eligible for benefits. | You should know that all full-time employees are eligible for health and retirement benefits. |
| Please be advised that the building will be under construction. | Please note the building will be under construction. | Please note the building will be under construction from July 1st to August 15th. |
| Please be advised that pets are not allowed. | Kindly note that pets are not allowed. | Kindly note that pets are not allowed inside the building, except for service animals. |
| Please be advised that the internet service may be interrupted. | For your information, the internet service may be interrupted. | For your information, the internet service may be interrupted due to scheduled maintenance. |
| Please be advised that the company picnic will be held on Saturday. | We would like to inform you that the company picnic will be held on Saturday. | We would like to inform you that the company picnic will be held on Saturday at the park. |
| Please be advised that all invoices must be submitted by the 15th. | We are writing to inform you that all invoices must be submitted by the 15th. | We are writing to inform you that all invoices must be submitted by the 15th of each month. |
| Please be advised that the parking garage entrance has changed. | This is to inform you that the parking garage entrance has changed. | This is to inform you that the parking garage entrance has changed due to construction. |
| Please be advised that the new software will be installed next week. | You should know that the new software will be installed next week. | You should know that the new software will be installed next week, so plan accordingly. |
Table 2: Alternatives for Notifying/Alerting
This table provides examples of phrases to use when you need to bring something important or urgent to someone’s attention.
| Original Phrase | Alternative Phrase | Example Sentence |
|---|---|---|
| Please be advised that the fire alarm will be tested today. | Please be aware that the fire alarm will be tested today. | Please be aware that the fire alarm will be tested today at 2 PM. |
| Please be advised that there is a security breach. | Please be informed that there is a security breach. | Please be informed that there is a security breach; change your password immediately. |
| Please be advised that the system will be unavailable due to maintenance. | We wish to notify you that the system will be unavailable due to maintenance. | We wish to notify you that the system will be unavailable due to maintenance from 10 PM to 2 AM. |
| Please be advised that a storm is approaching. | We are notifying you that a storm is approaching. | We are notifying you that a severe storm is approaching; secure all outdoor items. |
| Please be advised that the building will be evacuated. | You should be aware that the building will be evacuated. | You should be aware that the building will be evacuated in the event of a fire. |
| Please be advised that the road is closed due to an accident. | Take note that the road is closed due to an accident. | Take note that the road is closed due to an accident; use an alternate route. |
| Please be advised that unauthorized personnel are prohibited. | Please be aware that unauthorized personnel are prohibited. | Please be aware that unauthorized personnel are prohibited from entering the restricted area. |
| Please be advised that the water supply will be interrupted. | Please be informed that the water supply will be interrupted. | Please be informed that the water supply will be interrupted for several hours due to repairs. |
| Please be advised that there is a power outage. | We wish to notify you that there is a power outage. | We wish to notify you that there is a power outage affecting the entire building. |
| Please be advised that the elevator is out of service. | We are notifying you that the elevator is out of service. | We are notifying you that the elevator is out of service; please use the stairs. |
| Please be advised that only authorized vehicles are allowed. | You should be aware that only authorized vehicles are allowed. | You should be aware that only authorized vehicles are allowed in the loading zone. |
| Please be advised that the meeting has been rescheduled. | Take note that the meeting has been rescheduled. | Take note that the meeting has been rescheduled for next Tuesday at 10 AM. |
| Please be advised that security cameras are in operation. | Please be aware that security cameras are in operation. | Please be aware that security cameras are in operation throughout the premises. |
| Please be advised that loud noises may occur. | Please be informed that loud noises may occur. | Please be informed that loud noises may occur due to nearby construction. |
| Please be advised that a new policy is in effect. | We wish to notify you that a new policy is in effect. | We wish to notify you that a new policy regarding remote work is in effect. |
| Please be advised that the building has restricted access. | We are notifying you that the building has restricted access. | We are notifying you that the building has restricted access after business hours. |
| Please be advised that smoking is prohibited. | You should be aware that smoking is prohibited. | You should be aware that smoking is prohibited within 25 feet of the building entrance. |
| Please be advised that the cafeteria is under renovation. | Take note that the cafeteria is under renovation. | Take note that the cafeteria is under renovation until further notice. |
| Please be advised that the parking lot is being resurfaced. | Please be aware that the parking lot is being resurfaced. | Please be aware that the parking lot is being resurfaced this weekend. |
| Please be advised that there is a new safety protocol. | Please be informed that there is a new safety protocol. | Please be informed that there is a new safety protocol for handling hazardous materials. |
| Please be advised that the emergency exits should not be blocked. | We wish to notify you that the emergency exits should not be blocked. | We wish to notify you that the emergency exits should not be blocked at any time. |
Table 3: Alternatives for Reminding
This table showcases phrases suitable for reiterating previously communicated information.
| Original Phrase | Alternative Phrase | Example Sentence |
|---|---|---|
| Please be advised that the payment is due tomorrow. | Please remember that the payment is due tomorrow. | Please remember that the payment is due tomorrow to avoid late fees. |
| Please be advised that the meeting starts at 9 AM. | As a reminder, the meeting starts at 9 AM. | As a reminder, the meeting starts at 9 AM sharp. |
| Please be advised that the dress code is business casual. | Kindly remember that the dress code is business casual. | Kindly remember that the dress code is business casual for all office employees. |
| Please be advised that the deadline for submissions is Friday. | We would like to remind you that the deadline for submissions is Friday. | We would like to remind you that the deadline for submissions is Friday at 5 PM. |
| Please be advised that you need to submit your timesheet. | Just a reminder, you need to submit your timesheet. | Just a reminder, you need to submit your timesheet by the end of the day. |
| Please be advised that the registration closes soon. | Please remember that the registration closes soon. | Please remember that the registration closes soon, so sign up now. |
| Please be advised that the event requires tickets. | As a reminder, the event requires tickets. | As a reminder, the event requires tickets for entry. |
| Please be advised that parking permits are required. | Kindly remember that parking permits are required. | Kindly remember that parking permits are required for all vehicles on campus. |
| Please be advised that all forms must be signed. | We would like to remind you that all forms must be signed. | We would like to remind you that all forms must be signed before submission. |
| Please be advised that the conference is next week. | Just a reminder, the conference is next week. | Just a reminder, the conference is next week, so make your travel arrangements. |
| Please be advised that the survey needs to be completed. | Please remember that the survey needs to be completed. | Please remember that the survey needs to be completed by Friday. |
| Please be advised that the system access expires soon. | As a reminder, the system access expires soon. | As a reminder, the system access expires soon; renew it before it’s too late. |
| Please be advised that the policy update goes into effect Monday. | Kindly remember that the policy update goes into effect Monday. | Kindly remember that the policy update goes into effect Monday, so familiarize yourself with the changes. |
| Please be advised that the final installment is due. | We would like to remind you that the final installment is due. | We would like to remind you that the final installment is due by the end of the month. |
| Please be advised that RSVPs are required. | Just a reminder, RSVPs are required. | Just a reminder, RSVPs are required for the upcoming gala. |
| Please be advised that registration is required for the workshop. | Please remember that registration is required for the workshop. | Please remember that registration is required for the workshop to secure your spot. |
| Please be advised that the conference call is scheduled for tomorrow. | As a reminder, the conference call is scheduled for tomorrow. | As a reminder, the conference call is scheduled for tomorrow at 10 AM. |
| Please be advised that you must bring your ID to the event. | Kindly remember that you must bring your ID to the event. | Kindly remember that you must bring your ID to the event for verification. |
| Please be advised that all documents must be submitted electronically. | We would like to remind you that all documents must be submitted electronically. | We would like to remind you that all documents must be submitted electronically via the online portal. |
| Please be advised that the meeting starts promptly. | Just a reminder, the meeting starts promptly. | Just a reminder, the meeting starts promptly at 2 PM, so please be on time. |
Usage Rules and Considerations
When choosing an alternative to “please be advised,” consider the following:
- Formality: Some phrases are more formal than others. “We wish to notify you” is more formal than “Just a reminder.”
- Context: The context of your message will dictate the most appropriate phrase. Are you informing, notifying, reminding, or announcing?
- Audience: Consider your audience. A formal audience may appreciate a more formal phrase, while a casual audience might prefer something more direct.
- Clarity: Always prioritize clarity. Choose the phrase that most accurately and clearly conveys your intended meaning.
- Overuse: Avoid overusing any single phrase. Vary your language to keep your writing engaging.
Common Mistakes to Avoid
Here are some common mistakes to avoid when using alternatives to “please be advised”:
| Incorrect | Correct | Explanation |
|---|---|---|
| Please be inform that the meeting is cancelled. | Please be informed that the meeting is cancelled. | “Informed” is the past participle of “to inform” and is required after “be.” |
| Kindly to note the changes. | Kindly note the changes. | “Kindly” is an adverb that directly modifies “note,” so no “to” is needed. |
| As reminder, the deadline is approaching. | As a reminder, the deadline is approaching. | “Reminder” requires the article “a” to function correctly as a noun. |
| We are happy announce the new product launch. | We are happy to announce the new product launch. | “To announce” is the infinitive form of the verb and is required after “happy.” |
| Please updated that the system is now online. | Please be updated that the system is now online. OR Here’s an update: the system is now online. | “Updated” needs a helping verb (“be”) or a different construction to be grammatically correct. |
| Please aware that the building is under surveillance. | Please be aware that the building is under surveillance. | “Aware” needs a helping verb (“be”) |
| We are notify you about the change. | We are notifying you about the change. | “Notifying” is the present participle of “to notify” and is required after “are.” |
| You should remember to submitted your report. | You should remember to submit your report. | “Submit” is the base form of the verb and is required after “to.” |
Practice Exercises
Test your understanding with these practice exercises. Choose the most appropriate alternative to “please be advised” in each sentence.
Exercise 1: Choosing the Right Phrase
Select the best alternative to “Please be advised” for each sentence, focusing on context and intended meaning.
| Question | Options | Answer |
|---|---|---|
| The meeting has been rescheduled for next Tuesday. | A) Please remember B) Please note C) We are excited to announce | B) Please note |
| The payment is due by the end of the month. | A) Just a reminder B) We wish to notify you C) For your information | A) Just a reminder |
| There will be a company picnic on Saturday. | A) We suggest B) We are happy to announce C) Take note | B) We are happy to announce |
| The building will be closed for renovations next week. | A) You should know B) Please be aware C) We recommend | B) Please be aware |
| All employees must complete the safety training. | A) We are writing to inform you B) As a reminder C) We are notifying you | A) We are writing to inform you |
| The new policy goes into effect on Monday. | A) Kindly remember B) We wish to notify you C) Please be updated. | A) Kindly remember |
| The system maintenance will occur this weekend. | A) Please note B) As a reminder C) We are excited to announce | A) Please note |
| The conference call starts at 10 AM tomorrow. | A) Just a reminder B) Please be aware C) We are writing to inform you | A) Just a reminder |
| The company achieved record profits this quarter. | A) We suggest B) We are happy to announce C) Take note | B) We are happy to announce |
| The parking lot will be resurfaced next month. | A) You should know B) Please be aware C) We recommend | B) Please be aware |
Exercise 2: Fill in the Blanks
Complete the following sentences with an appropriate alternative to “Please be advised.”
| Question | Answer |
|---|---|
| __________ that the deadline for registration is approaching. | Please remember |
| __________ , the meeting location has been changed to Room 301. | Please note |
| __________ that the office will be closed on Thanksgiving Day. | You should know |
| __________ that a new security protocol has been implemented. | Please be informed |
| __________ that the final payment is due next Friday. | Just a reminder |
| __________ that the system will be down for maintenance tonight. | Please be aware |
| __________ that the dress code is now business casual. | Kindly note |
| __________ that all employees are eligible for the new benefits package. | We are writing to inform you |
| __________ that unauthorized personnel are not permitted in this area. | Take note |
| __________ that the company picnic will be held at the park on Saturday. | We are pleased to announce |
Advanced Topics: Nuances and Subtleties
For advanced learners, consider the subtle differences in tone and impact between these phrases. For instance, “Please note” is generally neutral, while “Please be aware” carries a stronger implication of potential risk or importance.
The choice of phrase can subtly influence how the recipient perceives the information.
Also, consider the cultural context. Some phrases may be more common or preferred in certain regions or industries.
Paying attention to these nuances can help you communicate more effectively and build stronger relationships.
Finally, experiment with combining different phrases to create a unique and impactful message. For example, “Just a reminder, please note that the deadline is approaching rapidly.” This combines the gentle reminder with a more direct call to attention.
Frequently Asked Questions
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Is “please be advised” always inappropriate?
No, it’s not always inappropriate. In formal or legal contexts, it can still be a suitable choice. However, in many situations, a more direct and engaging alternative is preferable.
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Which alternative is the most versatile?
“Please note” is often a good versatile option as it is polite and suitable for a wide range of situations where you need to convey information without being overly formal or informal.
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How can I avoid sounding repetitive when using these phrases?
Vary your language by using different phrases in different contexts. Also, consider rephrasing your sentences to avoid using any introductory phrase at all.
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Is it okay to omit “that” after these phrases?
Yes, in many cases, it is acceptable to omit “that” for brevity, especially in less formal writing. However, including “that” can sometimes improve clarity, particularly in complex sentences.
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Are there any alternatives that are suitable for very informal communication?
For very informal communication, you can use phrases like “Just so you know,” “FYI,” or simply state the information directly without any introductory phrase.
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Can I use these alternatives in spoken communication?
Yes, most of these alternatives are suitable for both written and spoken communication. However, consider your tone of voice and body language to ensure that your message is conveyed effectively.
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How do I decide which alternative is the most professional?
Assess the formality of the situation. For formal settings, opt for phrases like “We wish to notify you” or “We are writing to inform you.” For slightly less formal situations, “Please note” or “Kindly note” are good choices.
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What if I want to emphasize the urgency of the information?
Use phrases like “Please be aware” or “Take note” to emphasize the importance and urgency of the information you are conveying.
Conclusion
Mastering alternatives to “please be advised” is a valuable skill that can significantly enhance your communication. By understanding the nuances of different phrases and considering the context, audience, and desired tone, you can craft messages that are clear, engaging, and effective.
Remember to prioritize clarity and avoid overuse of any single phrase. Experiment with different options and pay attention to the impact of your words.
By incorporating these alternatives into your writing and speaking, you can elevate your communication skills and make a lasting impression. Keep practicing and refining your choices to become a more confident and effective communicator.
The key takeaway is that thoughtful word choice can transform a mundane message into a compelling and impactful communication.