When informing or notifying customers, clients or colleagues, it is common to place the new information as the purpose statement with supporting information following in separate paragraphs.
A typical structure might be:
- Inform the reader(s) of the necessary information (purpose statement)
- Add supporting information (if required)
- Action the reader should take (if required)
- Close on a positive/courteous note (optional but expected)
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Below are a number of useful functional expressions for informing and notifying. Try to use these in your workplace emails. Using standard expressions will help make your documents sound more businesslike.
General Informing
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I would (just) like to let you know that .... Please note that ….. I would like to inform you that..... This is to inform you that….. You are informed that …. Please be informed that …. Please be advised that … |
Informing (good news)
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I am glad to let you know that.... You’ll be glad/happy to know/hear/learn that …. We are pleased/happy/glad to inform you that.... We are able to.... |
Informing (bad news)
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I’m sorry to let you know that …. Unfortunately, we are unable to… Regrettably,… / Unfortunately,… We regret to inform you that…. |
Providing Additional Information
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I would also like to inform you…. In addition, please note that… Furthermore, I would just like to let you know that … Moreover, we are able to …. |
Here's a typical short email whose function is to inform:
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Subject: Stationery Supplies
Please could you collect your order from the supplies room on the 2/F?
Kate |