Last Updated on 4 months ago by admin
In formal communication—especially in emails, official memos, and legal notices—you may often come across the phrase “Please be advised.” It might sound overly formal or even redundant in casual speech, but in the right context, it serves a very specific purpose.
In this article, we will dive deep into the meaning, usage, and tone of “please be advised.” We’ll also explore when you should or shouldn’t use it, and provide 5 professional alternatives with examples and explanations.
Whether you’re a student of English, a professional writing emails, or simply refining your grammar, this guide will clarify everything you need to know.
What Does “Please Be Advised” Mean?
The phrase “please be advised” is a formal way of informing someone about something important or official. It signals that what follows should be taken seriously or kept in mind.
Definition:
“Please be advised” means:
“This is a formal notification intended to bring something to your attention.”
Explanation:
It acts as a polite introduction to an announcement, instruction, or warning. It’s commonly found in formal or legal communications where clarity and professionalism are key. The phrase adds a tone of seriousness, without sounding overly commanding or harsh.
Grammatical Structure:
- “Please”: a polite request
- “Be advised”: passive voice of the verb “advise,” meaning to inform or notify
Together, they form a polite but authoritative statement.
When to Use “Please Be Advised”
Here are a few situations where using “please be advised” is appropriate:
- Business communication: to introduce an important update
- Legal writing: to emphasize a formal notice
- HR emails: to outline policy changes or compliance issues
- Customer service: when alerting customers to terms, changes, or deadlines
Examples:
- “Please be advised that our office will be closed on Monday due to a public holiday.”
- “Please be advised that your payment is overdue and must be received within 7 business days.”
- “Kindly note that this conversation may be recorded to ensure service quality.”
Why the Phrase May Sound Redundant
In modern English, especially in casual or business communication, “please be advised” can come off as unnecessarily formal or repetitive, because simply saying “please note” or “we’d like to inform you” may serve the same purpose with less rigidity.
That said, in legal, HR, or formal policy communication, this formality is often still preferred.
Tone and Professionalism
- Tone: Formal, respectful, and neutral
- Intent: To inform or caution without commanding
- Best used in: emails, notices, legal documents, or announcements
5 Alternatives to “Please Be Advised” (with Explanations and Examples)
If “please be advised” feels too stiff or outdated for your context, here are five strong alternatives that maintain a professional tone but feel more natural:
- Please Note
Explanation:
This is one of the most common and neutral alternatives. It’s clear, direct, and less formal than “please be advised,” making it perfect for both business and casual-professional emails.
Example:
“Be aware that the application deadline has now been moved to August 15th.”
- Kindly Be Informed
Explanation:
This alternative retains the polite and formal tone. It’s especially common in administrative or institutional communication. Slightly softer than “please be advised.”
Example:
“Please be informed that maintenance work is scheduled for the building this weekend.”
- This Is to Inform You That…
Explanation:
This is a clear and structured way to introduce an announcement or notification. It’s a bit more formal but straightforward and commonly used in corporate communication.
Example:
“This is to inform you that your leave request has been approved.”
- We Would Like to Inform You
Explanation:
A more personable and less rigid phrase, often used in client communication or emails where you want to maintain a polite but human tone.
Example:
“We would like to inform you that your subscription will renew automatically next month.”
- For Your Information (FYI)
Explanation:
This phrase is suitable for informal or semi-formal communication. It indicates that the following information is being shared for awareness rather than as a directive or warning.
Example:
“FYI: The training session has been moved to Conference Room B.”
Comparison Table: Tone & Use of Alternatives
| Phrase | Tone | Common Contexts | Formality Level |
| Please be advised | Formal | Legal, HR, policy announcements | High |
| Please note | Neutral | General professional communication | Medium |
| Kindly be informed | Polite/Formal | Business letters, HR | Medium-High |
| This is to inform you that… | Structured/Formal | Administrative, official letters | High |
| We would like to inform you | Personable | Client or customer communication | Medium |
| For your information (FYI) | Casual/Direct | Team chats, internal updates | Low-Medium |
When Not to Use “Please Be Advised”
Avoid “please be advised” in the following scenarios:
- Casual Emails: “Hey John, please be advised…” can sound stiff
- Friendly Conversations: It may come off as overly cold or distant
- Every Sentence: Overuse can make communication seem robotic or repetitive
Instead, opt for alternatives that match the tone of the conversation.
Is “Please Be Advised” Grammatically Correct?
Yes, it is grammatically correct. The expression is framed in the passive form of “advise,” a style frequently used in formal contexts.
- Active: “We advise you to arrive early.”
- Passive: “Please be advised to arrive early.”
Passive voice adds a layer of neutrality and professionalism—though it should be used sparingly in modern writing.
Final Thoughts
The phrase “please be advised” plays a specific role in formal and professional communication. While it may not always be necessary, it adds a level of seriousness and respect to your message, especially when dealing with legal, official, or policy-driven content.
However, language is constantly evolving, and more conversational tones are often preferred in emails and workplace messaging. Using alternatives like “please note” or “we would like to inform you” can help maintain professionalism without sounding too formal or distant.
By understanding its meaning and selecting alternatives wisely, you can fine-tune your communication style to suit every context.
