Have you ever come across the phrase “please be informed” and wondered if it’s correct to use in formal communication? Rest easy, because this expression is, in fact, an acceptable and professional way to convey important information in various formal settings, such as business correspondence and official notifications. In this article, we’ll explore the role of politeness in professional communication, understand the usage of “please be informed,” and provide practical tips for crafting clear formal notifications. Let’s begin!
Understanding the Usage of “Please Be Informed”
The phrase “please be informed” plays a significant role in maintaining politeness and respect in professional communication. Its usage exemplifies a polite tone in conveying information, which is essential for building and maintaining good business relationships. The term conveys a direct message alongside a courteous approach.
The Role of Politeness in Professional Communication
Maintaining a polite tone in your professional communications is crucial for fostering a healthy work environment and nurturing successful business relationships. By using phrases like “please be informed,” you show respect and consideration for the recipient, which can contribute to a more positive response and increased cooperation.
How Formality Influences Language Choices
The level of formality in language choices can significantly influence the perception of professionalism in correspondence. The formality of expressions such as “please be informed” is deemed suitable and expected in professional settings where accurate information sharing is crucial. The choice to use such formal language is often mandated by the nature of business interactions and the expectations of the recipients.
Common Scenarios for Using “Please Be Informed”
There are several scenarios where the use of “please be informed” effectively conveys important information while maintaining a polite tone. Some common situations include:
- Conveying changes in meeting times
- Updating colleagues on project status
- Sharing regulatory notices
- Making formal announcements or updates
This phrase proves useful in diverse situations such as email updates, official memos, or any medium where clear and polite communication is the objective.
Alternatives to “Please Be Informed” in Correspondence
When crafting professional correspondence, it is essential to maintain a balance between formality and directness. While “please be informed” serves as a suitable phrase in most formal communication contexts, there are several alternatives to this expression that you can integrate into your writing for variation and to adapt to different audiences. These alternative phrases still convey a professional tone.
Kindly be advised is a similar expression, ensuring a courteous tone. This phrase is suitable for situations where you need to emphasize that the recipient should be aware of specific information that follows.
Please note can also be used when asking the reader to pay close attention to the information provided. It is a direct and polite expression suitable for stressing the importance of specific details within the communication.
Please be aware is another alternative that can be used to alert the reader that essential information will follow. Use this phrase when the communication contains details that the recipient may not know and that require their immediate attention.
For your attention serves as a slightly less formal alternative. Use this phrase when you need to politely direct the recipient’s focus to the vital information outlined in the communication without necessarily emphasizing formality.
Phrases such as “kindly be advised,” “please note,” “please be aware,” and “for your attention” offer similar levels of formality and directness, allowing for variation in communication style while maintaining a professional tone.
Choosing an appropriate alternative to “please be informed” for each unique correspondence situation is vital to maintaining a professional image and ensuring that your information is conveyed effectively. Tailoring your communication to fit the context and tone required by your recipients will ensure that your messages are well-received and productive in their intended purpose.
The Grammatical Structure behind “Please Be Informed”
Understanding the grammatical structure of a phrase can provide valuable insights into its usage and effectiveness. The expression “please be informed” relies on a passive voice imperative structure, which in turn, ensures a higher level of politeness in the message.
In this construction, “informed” serves as the past participle of the verb “inform” and is employed to draw the reader’s attention to crucial information. This syntactical arrangement allows the sender to give a command or instruction in a way that highlights the completion of the informing action while maintaining a sense of respect and courtesy.
By using the passive voice imperative structure, “please be informed” conveys essential details to the recipient without sounding too authoritative.
The use of passive voice is particularly helpful when addressing authority figures, senior professionals, or clients, where striking a balance between directness and diplomacy is crucial. Below are a few example sentences illustrating the proper employment of “please be informed” in various scenarios:
- Please be informed that our scheduled meeting has been moved to 3 PM tomorrow.
- We would like you to please be informed of the new company policy coming into effect on the first of next month.
- Please be informed that the office will remain closed for the upcoming public holiday.
When crafting messages that use “please be informed,” keep the focus on the communication’s purpose and desired outcome rather than on the sender. This approach ensures that the recipient comprehends the critical information while experiencing a polite and professional atmosphere.
Impact of Tone and Context on Communication Effectiveness
Choosing the right tone for different audiences is crucial to the effectiveness of your communication. This section will discuss the importance of selecting an appropriate tone based on the context and audience, and when it’s better to opt for a less formal approach.
Choosing the Right Tone for Your Audience
In a formal or traditional business environment, using phrases like “please be informed” in your communication is preferred. This is because a polite and formal tone fosters cooperation and efficiency. On the other hand, a more casual or creative industry might call for a less formal approach to engage the audience effectively.
“A professional tone can positively impact the perception of your message.”
The key to choosing the right tone for your audience is understanding the context and the recipient’s expectations. When you comprehend their preferences, you can adapt your tone accordingly, leading to more effective communication.
When to Opt for a Less Formal Approach
While “please be informed” is suitable for most formal communications, certain situations and audiences may benefit from a more casual approach. When communicating with close colleagues, for example, or within less rigid corporate cultures, a friendlier tone may be more appropriate and better received.
Less formal alternatives to “please be informed” include:
- “Just letting you know”
- “I wanted to give you an update on…”
Determining when to opt for a less formal approach largely depends on the audience, context, and your relationship with the recipient. Being aware of these factors, you can make informed decisions on the tone and language used in your correspondence, ensuring your message is clear, engaging, and well-received.
Cultural Considerations in Business Language
Cultural nuances can deeply impact the choice of language used in business correspondence. It’s vital to be aware of the cultural background of your recipients to ensure that phrases like “please be informed” are interpreted as intended. Some cultures may prefer a more direct or more indirect way of communicating important information. Adapting language choices to fit cultural expectations is the key to successful international communication.
When in Rome, do as the Romans do.
In professional communication, this old proverb serves as an essential guideline to adapt your language to the cultural preferences of your recipients. Misunderstandings and miscommunications can occur as a result of inconsiderate language use, so it’s important to be mindful of potential cultural differences.
- Research the cultural background of your recipients: A basic understanding of cultural norms and communication styles in specific countries or regions will help you tailor your language choices, preventing misunderstandings.
- Consider cultural variations in formality: Some cultures appreciate informality in business communication more than others. Recognize these preferences and adjust your language style accordingly.
- Use universally understood language: Try to use language that is universally understood by most cultures whenever possible. This may help prevent misinterpretations or offense.
- When in doubt, opt for a more formal approach: If you’re uncertain about the cultural preferences of your recipients, it’s typically safer to use a formal tone and language, as it is less likely to be perceived as disrespectful.
Remember that effective communication goes beyond simple language adaptation. It’s essential to be empathetic, understanding, and culturally sensitive when communicating across different cultures. As the world becomes more interconnected, being aware of cultural considerations in business language is not only a professional courtesy but also a way to foster successful international relationships.
Practical Tips for Crafting Clear Formal Notifications
Creating effective formal notifications is essential for maintaining professionalism and ensuring smooth communication. Follow these practical tips to enhance the clarity and impact of your formal notifications:
- Be concise and direct: Keep your message brief and to the point while ensuring that the important information is communicated without ambiguity.
- Use polite language: Adopt a courteous tone by incorporating phrases like “please be informed” to deliver your message in a respectful manner.
- Introduce the main information promptly: Share the crucial details immediately after “please be informed” to maintain focus and clarity in your message.
- Provide additional details as necessary: Include any supporting information that validates or clarifies the main points in a logical and organized manner.
- Employ straightforward language: Opt for simple and direct language to enhance the ease of comprehension and improve the effectiveness of your communication.
Consider these examples to better understand the application of these tips in crafting clear formal notifications:
Please be informed that the revised meeting time is now 3:00 PM instead of the previously scheduled 2:00 PM. This change is due to a scheduling conflict with another department. We apologize for any inconvenience this may cause and appreciate your understanding.
Kindly be advised that the deadline for submitting project updates has been moved to Friday, November 19th. All team members are expected to submit their progress reports by 5:00 PM on the new deadline. Thank you for your attention to this matter.
By following these practical tips and examples, you can effectively craft clear formal notifications that maintain a high level of professionalism, while ensuring your message is well-received by your audience.
Best Practices: Balancing Directness and Courtesy
Maintaining a balance between directness and courtesy in professional correspondence is essential for effective communication. This involves using clear, specific language while ensuring a polite tone. Whether sharing important updates or conveying imperative instructions, adopting polite expressions such as “please be informed” helps build mutual respect and fosters positive professional rapport.
Best practices for striking this careful balance include understanding the cultural nuances of your recipients, paying attention to the context of the message, and considering the degree of formality appropriate for the situation. By taking these factors into account, you can craft messages that are not only informative but respectful and well-received by your intended audience.
To summarize, balancing directness and courtesy plays a critical role in delivering effective professional correspondence. Utilizing phrases like “please be informed” allows you to convey important information while demonstrating politeness and respect for your recipients. By recognizing the significance of tone, context, and cultural considerations, you can master the art of creating clear, concise, and impactful formal notifications.