Introduction
In professional and formal writing, language choices matter. One such commonly used phrase in business emails, legal notices, and policy updates is “please be advised.” While it sounds authoritative and polished, it may not always be necessary—or even appropriate—in every context.
This article explores the meaning, proper use, tone, and practical applications of the phrase “please be advised.” We’ll also provide five professionally acceptable alternatives, each with a brief explanation and a sample sentence. If you’re writing official documents or improving your workplace communication, this guide will help you write more clearly and appropriately.
What Does “Please Be Advised” Actually Mean?
At its core, “please be advised” means “you are being officially or formally informed.” It serves as a preamble that adds weight and seriousness to the message that follows.
Meaning:
A formal and polite way to inform someone of important or official information.
It’s similar to saying, “take note,” “keep this in mind,” or “you are hereby notified.”
Grammatical Composition:
- Please: a courteous request
- Be advised: passive construction of “advise” (to notify or inform)
The structure is often used to prepare the reader for information of significance, often related to policy, deadlines, compliance, or safety.
Where and When Is “Please Be Advised” Used?
This phrase typically appears in formal or semi-formal written communication. It is favored when the tone must remain respectful, but the information must also be acknowledged seriously.
Appropriate Contexts:
- Legal notices or disclaimers
- Human resources announcements
- Client policy updates
- Medical or insurance communications
- Internal compliance emails
Examples:
- “Kindly note that this agreement is currently under evaluation and may be revised.”
- “Please be advised that failure to respond by Friday will result in cancellation.”
- “Please be advised that all personal devices must be registered with IT.”
7 Key Facts About “Please Be Advised”
To fully understand when (and how) to use the phrase, let’s look at seven core facts:
- It Signals Importance
The phrase creates an immediate sense of formality and alerts the reader to pay close attention.
- It’s Passive Voice
“Be advised” is passive. This softens the message, removing a direct subject like “we” or “I,” and keeps the tone neutral.
- Used for Legal or Policy Communication
You’ll often find it in documents that are legally binding or where official policy is being outlined.
- Adds Distance
The formality also creates emotional distance. This is helpful in sensitive matters like denial letters, rule enforcement, or disciplinary actions.
- Can Sound Outdated
Some readers may perceive it as old-fashioned or unnecessarily stiff. In modern workplace communication, plainer alternatives are often preferred.
- It’s Not Always Necessary
You can often replace it with simpler language without losing the message’s importance.
- Better Alternatives Exist (When Tone Allows)
Depending on the audience and context, alternatives can convey the same message more naturally and effectively.
Why Tone Matters in Professional Writing
The tone you use determines how your audience interprets and responds to your message. “Please be advised” is formal, respectful, and distant, which is perfect for announcements or warnings—but can seem robotic if used casually.
Use it when:
- Communicating with external clients professionally
- Sending mass notifications with legal implications
- Issuing formal reminders or updates
Avoid it when:
- Writing friendly or collaborative emails
- Communicating with colleagues on informal matters
- Trying to build rapport or maintain conversational tone
In addition to written tone, your physical workspace can also impact how communication is received. From the layout of your office to the design of your meeting rooms, the environment plays a silent but powerful role in setting the tone for collaboration. If you’re interested in how furniture and room setup influence professional interactions, check out this detailed guide on conference table design and workplace communication. It explores how thoughtful design can elevate both collaboration and formality in business settings.
5 Effective Alternatives to “Please Be Advised”
If you want to sound professional without being overly rigid, consider these refined alternatives:
- You Are Advised That…
Explanation:
This version keeps the formal tone but shifts the passive voice slightly for directness. It works well in legal documents or compliance messaging.
Example:
“You are advised that all financial reports must be submitted by August 10.”
- Please Note That…
Explanation:
A common and friendly alternative. It communicates importance without sounding overly legal or mechanical.
Example:
“Please note that our privacy policy has recently been updated.”
- Be Informed That…
Explanation:
Another formal but clean way to inform someone. Commonly found in formal documents such as corporate correspondence and administrative memos.
Example:
“Be informed that parking permits will be required starting next month.”
- This Serves as a Notice That…
Explanation:
Used when you need to be extremely clear that what you’re saying is an official or formal notification. Ideal for legal writing or HR policies.
Example:
“This serves as a notice that your probationary period will conclude on July 31.”
- We Wish to Inform You That…
Explanation:
Polite and somewhat formal, this version adds a human touch while retaining professionalism. Excellent for customer-facing communication.
Example:
“We wish to inform you that your service will be temporarily unavailable during maintenance.”
Choosing the Right Alternative Based on Context
| Alternative | Best For | Tone |
| You are advised that… | Legal, compliance, policy updates | Formal |
| Please note that… | Professional emails, client updates | Semi-formal |
| Be informed that… | Business memos, letters | Formal |
| This serves as a notice that… | Legal, warnings, HR documents | Very Formal |
| We wish to inform you that… | Customer notices, announcements | Polite/Formal |
Summary: When and How to Use “Please Be Advised”
✅ Best Use Cases:
- Legal disclaimers
- Employment notices
- Safety regulations
- Customer compliance emails
❌ Avoid in:
- Team chats
- Friendly reminders
- Internal informal communication
When using it, always ensure it fits your message’s tone, purpose, and audience. In most cases, simpler alternatives like “please note” or “we wish to inform you” work just as effectively while improving clarity and engagement.
Final Thoughts
The phrase “please be advised” has its roots in formal writing and is still relevant today in certain legal, administrative, or professional contexts. However, like many formal expressions, it can be overused or misapplied, especially when simpler alternatives might do a better job of connecting with the reader.
By mastering its use—and understanding when to swap it with more natural expressions—you can elevate the clarity, professionalism, and tone of your writing. That’s how good grammar becomes great communication.
