Introduction
When trying to learn grammar or improve your command of formal English, one phrase that may repeatedly appear in professional documents, emails, legal notices, and announcements is “please be advised.” At first glance, it seems like just another polite expression, but it carries weight, precision, and a tone that can shape how your message is received.
Understanding this phrase—its meaning, when to use it, and when not to—can improve how you write and communicate in business, legal, academic, or governmental contexts. In this article, we’ll break down the exact meaning of “please be advised,” its role in structured communication, and provide five powerful alternatives you can use for more versatile and effective writing.
If your goal is to learn communication skills that are professional, nuanced, and grammatically sound, this guide is for you.
What Does “Please Be Advised” Mean?
At its core, “please be advised” is a formal way to tell someone something important. It’s used when the writer wants to ensure the recipient is officially and clearly informed. The tone it creates is formal, respectful, and sometimes even legal in nature.
Meaning:
“You are formally informed or notified about the following.”
It is not a request, suggestion, or opinion—it is an announcement. You are asking the recipient to acknowledge and accept a statement of fact or condition.
Here are some typical examples:
- “Please be advised that the company will be closed on national holidays.”
“Kindly note that the contract is officially in effect and carries full legal authority.”
“We’d like to notify you that your application has progressed to the following phase.”
In each example, the phrase sets up a professional tone and lets the reader know that the content that follows is important and should be taken seriously.
Grammar Breakdown of “Please Be Advised”
To learn grammar thoroughly, it’s essential to understand the structure of formal phrases. “Please be advised” consists of two parts:
- Please – A word that adds politeness and softens directness.
- Be advised – A passive verb construction meaning “you are being told” or “you are being informed.”
Using the passive construction “be advised” gives the sentence a more formal tone and detaches it from the speaker personally. This allows the sentence to feel more objective and formal, which is why it’s popular in HR letters, legal notifications, and client updates.
When to Use “Please Be Advised” in Communication
The phrase should be used when you are delivering formal, sensitive, or legal information and want to maintain a professional tone. It also signals that the reader should pay close attention to what follows.
Appropriate uses:
- In employment or policy updates:
“Please be advised that the dress code has been updated.”
- In client-facing communication:
“Please be advised that your scheduled service may be delayed.”
- In legal documents:
“Please be advised that all data provided is confidential and protected by law.”
- In compliance emails:
“Please be advised that failure to comply may result in penalties.”
Using “please be advised” in these cases makes your message sound authoritative, respectful, and formal. It also distances you personally from the decision or policy being communicated—something that can be useful when the message is sensitive.
When You Should Avoid “Please Be Advised”
While the phrase serves a clear purpose in formal contexts, it is not suitable for every message. Overusing it in everyday communication can make your writing sound cold, mechanical, or overly formal. If your tone is meant to be friendly, collaborative, or conversational, this phrase may come off as stiff or even unfriendly.
Avoid using it:
- In casual work communication:
❌ “Please be advised that I’m on vacation next week.”
✅ “Just letting you know I’ll be out next week.”
- In personal messages:
❌ “Please be advised I won’t be home tonight.”
✅ “I won’t be home tonight—just a heads-up!”
- In small team updates or reminders:
❌ “Please be advised the kitchen must be cleaned daily.”
✅ “Reminder: Please clean the kitchen daily.”
If your goal is to learn communication that sounds natural, modern, and professional, then knowing when not to use a formal phrase is just as important as knowing when to use it.
The Tone of “Please Be Advised”
Tone is a critical part of communication, especially in business English. “Please be advised” sets a tone that is:
- Formal: It suits high-level or official communication.
- Neutral and Objective: It delivers facts without emotion or bias.
- Serious: It lets the reader know that the following information is important and may require action.
- Detached: It avoids personal engagement, which can be useful in HR, legal, or policy communication.
That said, tone should always match context. You don’t always need to write in such a high level of formality. Learning to balance tone and message is part of mastering communication.
Five Smart Alternatives to “Please Be Advised”
If you want to keep your writing professional but sound more modern or conversational, here are five alternatives that can replace “please be advised” in most contexts. These alternatives help you learn communication styles that are flexible yet polished.
- Please Note That
This is a common and professional phrase used in both internal and external communication. It politely highlights key information without sounding stiff.
Example:
“Please note that the system will be down for maintenance tonight at 10 PM.”
- This Is to Inform You That
This is a more structured version, often used in letters or official notifications. It maintains a formal tone while clearly stating the purpose of the message.
Example:
“We are writing to let you know that your application has been evaluated and approved.”
- Kindly Be Informed That
This alternative has a more courteous tone, often found in customer service or institutional communication. It’s formal but gentle.
Example:
“Kindly be informed that your appointment has been rescheduled.”
- We Would Like to Inform You That
It strikes a friendlier tone and feels a bit more relaxed compared to the more formal choices. It’s a great choice when communicating with clients, partners, or customers.
Example:
“We would like to inform you that your account has been successfully updated.”
- For Your Information
This is the least formal option. Commonly used internally, it’s a useful way to provide relevant updates or context without making a formal announcement.
Example:
“For your information, the staff meeting has been moved to 2 PM.”
Choosing the Right Phrase: Learning by Context
As you work to learn grammar and build better communication habits, it’s important to look at each sentence and ask:
- Who am I writing to?
- What is the purpose of the message?
- What tone fits the situation best?
Using “please be advised” for every update may not always be the best move. Instead, you can achieve clearer, more effective writing by using alternatives that match the message and audience. Formal doesn’t always mean effective. Sometimes, simpler is better.
Whether you’re learning how to use formal phrases like “please be advised” or simply strengthening your overall English skills, it helps to build from the basics.
If you’re a parent, teacher, or learner aiming to reinforce foundational skills, you might also enjoy this guide on how to practice 1st-grade spelling words.
Mastery of simple vocabulary is the first step toward confident and professional communication later in life.
Final Thoughts
“Please be advised” is a useful, grammatically correct, and respected phrase in formal English. However, like many expressions rooted in formality, it can feel outdated or overly rigid if not used appropriately. As you learn communication techniques and become more fluent in professional English, it’s important to develop the skill of choosing language that suits both the context and the recipient.
Whether you continue using “please be advised” or replace it with more modern alternatives like “please note,” “we would like to inform you,” or “for your information,” your ability to adapt your tone to different situations will help you write with confidence and clarity.
Mastering this phrase—and knowing when to use or replace it—is a small but powerful step in becoming a more effective communicator.
