“Please be advised” is a phrase frequently encountered in formal written English, especially in business, legal, academic, and official communications. It signals information of importance or a warning, prompting the recipient to pay attention to what follows. While familiar to many, its meaning, correct usage, and appropriateness in different contexts are often misunderstood. This article explores the definition, origin, standard usage, alternatives, and common questions about “please be advised,” providing clarity and practical guidance for anyone seeking to use it accurately.
Understanding the Meaning of “Please Be Advised”
“Please be advised” is a polite and formal way to introduce information that the reader needs to know, usually something important, official, or requiring action. The phrase essentially means, “I am informing you,” or “take note of the following.” It is not a warning per se, but can precede warnings or notifications.
For example:
- “Please be advised that our office will be closed on Friday for maintenance.”
- “Please be advised, your account is past due.”
In both cases, the phrase prepares the recipient for important information that may affect them.
Is “Please Be Advised” Standard English?
Yes, “please be advised” is considered standard English, particularly in formal or official communication. It is not slang, informal, or nonstandard. The phrase is widely used in written correspondence, such as emails, letters, notices, and legal documents. Its formality makes it less common in casual conversation.
While some style guides suggest that the phrase can be wordy or redundant, especially when “please note” or simply stating the information might suffice, it remains a recognized and accepted formula in professional writing.
Origins and Historical Context
The phrase “please be advised” draws from the verb “advise,” which comes from the Old French aviser (to consider, inform, or warn), and the Latin advisare. In English, “advise” has long meant to inform or notify someone about something important. The construction “be advised” reflects the passive voice, emphasizing the recipient’s role as one receiving information, rather than the sender’s act of giving it.
“Please be advised” became particularly common in the 20th century with the rise of bureaucratic and legal correspondence, where clarity, record-keeping, and formality are essential.
How and When to Use “Please Be Advised”
This phrase is best used when:
- Delivering formal or official information.
- Making a notification that requires attention or action.
- Issuing a warning or caution.
- Communicating policy changes, deadlines, or important dates.
Typical contexts include:
- Business emails: “Please be advised that the meeting has been rescheduled.”
- Legal correspondence: “Please be advised that failure to comply may result in penalties.”
- Academic notifications: “Please be advised that registration closes on September 1.”
It is less appropriate in informal messages or spoken English, where it can sound overly stiff or impersonal. In such cases, simpler alternatives are usually preferable.
Common Alternatives to “Please Be Advised”
Depending on the tone and context, you may choose from several alternatives that convey a similar meaning with varying degrees of formality:
- Please note: Slightly less formal, common in both business and academic writing.
- Kindly note: Polite and formal, often used in international English.
- Be aware that: Neutral and direct, good for warnings or instructions.
- This is to inform you that: Very formal, often found in legal or bureaucratic documents.
- Just so you know: Informal, suitable for casual emails or spoken English.
Choosing the right alternative depends on your audience and the level of formality required.
Examples of “Please Be Advised” in Context
Here are several real-world examples demonstrating how “please be advised” is used in different types of correspondence:
- Employment: “Please be advised that your benefits enrollment period ends next week.”
- Legal notice: “Please be advised, your tenancy will expire on June 30, 2024.”
- Financial services: “Please be advised that your statement is now available online.”
- Travel: “Please be advised that flight schedules may change without notice.”
- Medical: “Please be advised, your appointment has been rescheduled.”
In each example, the phrase introduces information that is consequential for the recipient.
Potential Drawbacks and Overuse
While “please be advised” is correct and standard, overusing it can make writing seem overly bureaucratic or impersonal. Some readers may find it unnecessarily formal, especially in contexts where a simple statement would suffice. For instance, “Please be advised that your package has shipped” could be more concisely stated as “Your package has shipped.”
Additionally, the passive construction can make writing less direct. Modern business communication often favors clarity and brevity, so consider your audience before defaulting to this phrase.
Comparisons: “Please Be Advised” vs. “Please Note”
One of the most common alternatives is “please note.” While both phrases are formal and polite, there are subtle differences:
- “Please be advised” often suggests that the information is either official, important, or potentially has consequences for the reader.
- “Please note” is more neutral and simply draws attention to information, without necessarily implying official notification or warning.
For example:
- “Please be advised that all visitors must sign in at reception.” (Emphasizes official policy.)
- “Please note the new office hours.” (Draws attention, but less formal.)
Both are correct; the best choice depends on the desired tone and context.
Tips for Using “Please Be Advised” Effectively
- Match the tone to your audience: Use “please be advised” for formal, official, or legal contexts. For everyday business emails, consider “please note” or a direct statement.
- Be concise: If the information is routine or not critical, skip the phrase entirely and state the fact.
- Avoid redundancy: Do not pair “please be advised” with similar phrases in the same sentence (e.g., “Please be advised and note that…”).
- Use active voice when possible: “We wish to inform you that…” can be more direct and personal.
Frequently Asked Questions
- Is “please be advised” necessary in all formal emails?
Not always. While it is appropriate for official notifications or warnings, many formal emails can be clear and polite without it. Use it when you want to highlight the importance of the message or when tradition or policy requires it. - Can “please be advised” be used in spoken English?
It is rarely used in conversation, as it sounds overly formal and stiff. In speech, “just so you know” or “I want to let you know” are more natural alternatives. - Is there a difference between “please be advised” and “for your information”?
Yes. “Please be advised” typically carries more weight, indicating the information may require action or is of particular importance. “For your information” is more neutral and often used to share facts that do not require immediate attention or response. - Is “please be advised” outdated?
It is not outdated, but it is considered very formal. Its use is declining in some business and digital communications in favor of shorter, more direct language. However, it remains standard in legal, governmental, and certain formal business contexts. - Can I use “please be advised” in academic writing?
Yes, especially in official notices or formal communications from an institution. For essays or research papers, it is less common and often unnecessary. - What is the grammatical structure of “please be advised”?
It is a polite imperative phrase in the passive voice, with “please” as the polite marker, “be” as the auxiliary verb, and “advised” as the past participle.
Summary: When and Why to Use “Please Be Advised”
“Please be advised” is a standard, formal phrase used to introduce important, official, or consequential information in written English. Its origins are rooted in legal and administrative language, and it remains common in those contexts. While effective for conveying formality, it can seem overly stiff or redundant in less formal settings, so consider your audience and the necessity of the phrase before using it. When in doubt, alternatives like “please note” or direct statements can often serve just as well. Understanding when and how to use “please be advised” ensures your communication is both professional and appropriate for the situation.
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