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Business Email: Informing and Notifying

22 Feb 2024

buswritingWhen 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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Short Emails: Informing and Notifying

(includes lesson notes, sample emails + interactive practice exercises)


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

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)

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)

I’m sorry to let you know that ….

Unfortunately, we are unable to…

Regrettably,… / Unfortunately,…

We regret to inform you that….


Providing Additional Information

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:

Subject: Stationery Supplies


Hi Susan


I'd just like to let you know that the stationery supplies you ordered last week have arrived.


Your order details are as follows:

  • A4 paper: 20 reams
  • DVD RW: 10 cases
  • Lever arch files: 25
  • Stapes: 10 packs
  • Correction fluid: 15 bottles

Please could you collect your order from the supplies room on the 2/F?


If anything is missing from your order, please let me know as soon as possible.


Regards

Kate

 

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