“Kindly Be Informed”: Mastering Polite Formal Announcements

The phrase “kindly be informed” is a staple in formal communication, particularly in professional and academic settings. Understanding its proper usage, nuances, and alternatives is crucial for conveying information effectively and maintaining a polite, respectful tone. This article delves into the intricacies of “kindly be informed,” exploring its definition, structure, usage rules, common mistakes, and providing ample examples and practice exercises. Whether you’re a student, a professional, or simply someone looking to refine their English communication skills, this guide will equip you with the knowledge and confidence to use this phrase appropriately.

This comprehensive guide is designed to help you master the art of formal announcements. We will dissect each component of the phrase, offer real-world examples, and provide practical exercises to solidify your understanding. By the end of this article, you’ll be able to confidently use “kindly be informed” and its alternatives in various contexts, ensuring your message is always clear, respectful, and effective.

Table of Contents

1. Definition of “Kindly Be Informed”
2. Structural Breakdown
3. Usage Contexts
4. Examples of “Kindly Be Informed” in Use
   • General Announcements
   • Workplace Communications
   • Academic Settings
   • Customer Service
5. Usage Rules and Guidelines
6. Alternatives to “Kindly Be Informed”
   • Formal Alternatives
   • Semi-Formal Alternatives
7. Common Mistakes to Avoid
8. Practice Exercises
   • Exercise 1: Fill in the Blanks
   • Exercise 2: Rewriting Sentences
   • Exercise 3: Choosing the Right Phrase
9. Advanced Topics
   • Levels of Formality
   • Cultural Considerations
10. Frequently Asked Questions
11. Conclusion

Definition of “Kindly Be Informed”

“Kindly be informed” is a polite and formal phrase used to introduce important information or announcements. It serves as a courteous way to notify someone of something, emphasizing that the information is being provided for their benefit and requiring their attention. The phrase is typically used in written communication, such as emails, memos, and official notices, but can also be used in spoken announcements in formal settings.

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Breaking down the phrase: “Kindly” is an adverb meaning “in a kind manner” or “please.” It adds a touch of politeness and respect to the announcement. “Be informed” is a passive voice construction of the verb “to inform,” meaning “to be given information” or “to be made aware.” Together, “kindly be informed” translates to “please be made aware of the following information.” The phrase is often followed by a colon (:) or a “that” clause to introduce the specific information being conveyed.

The primary function of “kindly be informed” is to preface a statement or announcement, signaling to the recipient that the information is important and should be noted. It is particularly useful when delivering news that might be unexpected or require action on the part of the recipient. It sets a tone of professionalism and respect, ensuring the message is received positively, even if the content itself is not necessarily pleasant. Its use indicates the speaker/writer’s awareness of the recipient’s time and attention, and their desire to communicate respectfully.

Structural Breakdown

The phrase “kindly be informed” generally follows a specific structure within a sentence. Understanding its components is critical for proper application. The basic structure is as follows:

[Kindly be informed] + [Optional Connector] + [Information/Announcement]

1. Kindly be informed: This is the introductory phrase itself.
2. Optional Connector: This could be a colon (:) or the word “that.” The colon is used when the information immediately follows the phrase. The word “that” is used to introduce a clause.
3. Information/Announcement: This is the core message you want to convey.

Let’s examine each component in more detail:

• “Kindly”: As mentioned earlier, “kindly” is an adverb that modifies the verb “be informed,” adding politeness. It is not interchangeable with other adverbs; its specific use is to convey courtesy.
• “Be informed”: This is the passive form of “to inform.” It is crucial to use the passive voice here to maintain the formal tone. Avoid using the active voice (e.g., “We kindly inform you”) as it can sound less formal and slightly awkward.
• Colon (:): A colon is typically used when the information that follows directly explains or elaborates on the initial statement. It introduces a list, explanation, or example.
• “That”: The word “that” introduces a subordinate clause that contains the information you want to convey. It provides a smoother transition when the information is more complex or requires a complete sentence.
• Information/Announcement: This is the most important part of the structure. Ensure it is clear, concise, and accurate. Use precise language and avoid ambiguity.

Here are some examples illustrating the different structural elements:

• Kindly be informed: The meeting has been postponed. (Colon used, direct statement)
• Kindly be informed that the deadline for submissions has been extended. (“That” used, introducing a clause)
• Kindly be informed: All employees must attend the mandatory training session. (Colon used, direct instruction)

Usage Contexts

“Kindly be informed” is versatile and can be used in various formal contexts. Its applicability spans professional, academic, and customer service scenarios. Understanding where and when to use this phrase is essential for effective communication.

• Professional/Workplace Communication: This phrase is commonly used in emails, memos, and official announcements within a company. It’s suitable for informing employees about policy changes, meeting schedules, project updates, or any other important information.
• Academic Settings: Universities, colleges, and schools use “kindly be informed” to communicate with students, faculty, and staff. Examples include announcements about course registration, exam schedules, graduation requirements, and campus events.
• Customer Service: While less common, “kindly be informed” can be used in customer service, particularly in formal written communication. It’s appropriate for notifying customers about changes to terms of service, account updates, or policy modifications. However, it should be used cautiously to avoid sounding overly formal or impersonal.
• Legal and Official Notices: Government agencies, legal firms, and other official bodies often use “kindly be informed” in formal notices and documents to ensure clarity and respect.

The key to using “kindly be informed” effectively is to consider the audience and the context. If the situation calls for a high degree of formality and politeness, this phrase is an excellent choice. However, in more casual or informal settings, it may be better to use a simpler alternative.

Examples of “Kindly Be Informed” in Use

To illustrate the usage of “kindly be informed,” let’s examine various examples categorized by context.

General Announcements

These examples showcase how “kindly be informed” can be used for making general announcements to a broad audience.

The following table includes a variety of general announcements using the phrase “kindly be informed.” These examples cover different topics and situations to illustrate the versatility of the phrase.

Workplace Communications

These examples demonstrate the use of “kindly be informed” in professional settings, such as emails and memos.

The following table provides examples of how to use “kindly be informed” in a workplace environment. These examples cover a range of scenarios, from policy announcements to meeting schedules.

Academic Settings

These examples illustrate how “kindly be informed” is used in academic contexts, such as university announcements and student communications.

The following table shows how “kindly be informed” is used in academic settings, providing examples for announcements related to course registration, exam schedules, and other important information for students and faculty.

Customer Service

These examples show how “kindly be informed” can be used in customer service, although it’s generally less common due to its high formality.

The following table provides examples of using “kindly be informed” in customer service scenarios. Note that these examples are more formal and may not be suitable for all customer interactions.

Usage Rules and Guidelines

To use “kindly be informed” correctly, adhere to these rules and guidelines:

• Formality: Use this phrase only in formal contexts. Avoid it in casual conversations or informal emails.
• Clarity: Ensure the information following the phrase is clear, concise, and easily understood.
• Politeness: While the phrase itself is polite, maintain a respectful tone throughout the entire message.
• Grammar: Ensure the grammar is correct. The phrase should always be followed by a colon or a “that” clause.
• Audience: Consider your audience. If you are communicating with a diverse group, ensure the language is accessible to everyone.
• Purpose: Use the phrase when you need to convey important or official information that requires the recipient’s attention.

Alternatives to “Kindly Be Informed”

While “kindly be informed” is useful, it’s important to know alternatives that can be used in different situations. The choice of alternative depends on the level of formality required.

Formal Alternatives

These alternatives maintain a similar level of formality as “kindly be informed”:

• Please be advised: This is a common and versatile alternative, suitable for many formal contexts.
• Please note: This is a more direct and concise alternative, useful for highlighting important information.
• You are hereby notified: This is a very formal alternative, often used in legal or official documents.
• We would like to inform you: A slightly less formal but still professional option.

Semi-Formal Alternatives

These alternatives are less formal and more suitable for less rigid settings:

• Please be aware: This is a good option for drawing attention to something important.
• Just to let you know: This is a more casual alternative, suitable for internal communications.
• For your information: This is a neutral and straightforward alternative.
• We want to let you know: This is a friendlier and less stiff option.

Common Mistakes to Avoid

Several common mistakes can occur when using “kindly be informed.” Being aware of these errors can help ensure your communication is clear and professional.

Here are some common mistakes and their corrections:

Practice Exercises

To reinforce your understanding of “kindly be informed,” complete the following practice exercises.

Exercise 1: Fill in the Blanks

Fill in the blanks with the correct form of “kindly be informed” or an appropriate alternative.

Exercise 2: Rewriting Sentences

Rewrite the following sentences using “kindly be informed” or an appropriate alternative.

Exercise 3: Choosing the Right Phrase

Choose the most appropriate phrase to use in each scenario.

Advanced Topics

For advanced learners, let’s explore some more complex aspects of using “kindly be informed.”

Levels of Formality

The choice between “kindly be informed” and its alternatives depends on the level of formality required. As a general rule, consider the following:

• High Formality: “You are hereby notified,” “Kindly be informed,” “Please be advised” are appropriate for legal documents, official notices, and formal announcements.
• Medium Formality: “Please note,” “For your information,” “We would like to inform you” are suitable for professional emails, memos, and academic communications.
• Low Formality: “Please be aware,” “Just to let you know,” “FYI” are appropriate for internal communications, casual emails, and informal announcements.

Cultural Considerations

Cultural norms can influence the appropriateness of using “kindly be informed.” In some cultures, directness is preferred, while in others, politeness and indirectness are valued. When communicating with individuals from different cultural backgrounds, consider the following:

• Politeness: In cultures that value politeness, “kindly be informed” is generally well-received.
• Directness: In cultures that value directness, a simpler phrase like “Please note” or “For your information” may be more appropriate.
• Context: Always consider the context of the communication. If you are unsure, it’s best to err on the side of politeness and use “kindly be informed” or a similar formal phrase.

Frequently Asked Questions

Here are some frequently asked questions about using “kindly
be informed”:

Q: Is “kindly be informed” always the best choice for formal communication?

A: Not always. While it is a polite and formal phrase, it can sometimes sound overly stiff or impersonal. Consider your audience and the context of the communication to determine if it is the most appropriate choice.

Q: Can I use “kindly be informed” in spoken communication?

A: Yes, but it is more common in written communication. In spoken communication, it is generally used in formal announcements or presentations.

Q: What is the difference between “Please be advised” and “Kindly be informed”

A: Both phrases are formal and polite, but “Please be advised” is often used when giving advice or recommendations, while “Kindly be informed” is used for general announcements or notifications.

Q: How can I make “kindly be informed” sound less stiff?

A: You can soften the tone by using a slightly less formal alternative, such as “Please note” or “For your information,” or by adding a personal touch to the rest of the message.

Q: Is it ever appropriate to use “kindly be informed” in customer service?

A: It can be used in certain situations, such as when notifying customers of policy changes or account updates, but it should be used cautiously to avoid sounding overly formal or impersonal. Simpler alternatives are often preferred.

Q: What should I do if I’m unsure whether to use “kindly be informed”?

A: If you’re unsure, it’s best to err on the side of politeness and use “kindly be informed” or a similar formal phrase. However, you can also consider using a slightly less formal alternative, such as “Please note” or “For your information.”

Conclusion

“Kindly be informed” is a valuable phrase in formal communication, but it’s essential to understand its proper usage, nuances, and alternatives. By following the guidelines and examples provided in this article, you can confidently use this phrase and its alternatives in various contexts, ensuring your message is always clear, respectful, and effective. Remember to consider the level of formality required, the audience you are communicating with, and the context of the communication to choose the most appropriate phrase. With practice and attention to detail, you can master the art of formal announcements and enhance your communication skills.

Mr. Terban

I’m James Terban, a teacher with a degree in Education and five years of experience working with students of all ages, from young kids learning their first grammar rules to adults picking up English as a second language. I started Linguistics Guide because I kept seeing good learners hit a wall due to explanations that were either too vague or too complicated. Every article here comes from a real question I have heard in a classroom or seen asked online.