Kindly Be Informed: Definition and Usage Explained

“Kindly be informed” is a polite way of saying “please be informed” or “I want to inform you.” It is often used at the beginning of an email or a message to let the recipient know that the message contains important information that they need to be aware of.

The word “kindly” is used to soften the tone of the message and to show respect for the recipient. It is a way of saying “I am asking you to do something, but I am doing it in a polite and respectful way.”

If you have received an email or a message that starts with “Kindly be informed,” you might be wondering what it means and how to respond. In this section, we will further explain the meaning of “kindly be informed” and provide some examples of how it is used.

Examples of “Kindly Be Informed”

Here are some examples of how “kindly be informed” is used in different contexts:

• In a business email: “Kindly be informed that our office will be closed on Friday due to a public holiday.”
• In a hotel reservation confirmation: “Kindly be informed that your reservation has been confirmed. Your check-in date is August 15th.”
• In a warning notice: “Kindly be informed that the road will be closed for construction work from August 12th to August 18th. Please use an alternate route.”

Usage in Written and Oral Communication

When it comes to using the phrase “kindly be informed,” it is crucial to understand its appropriate usage in both written and oral communication.

In written communication, “kindly be informed” is often used in formal or semi-formal contexts, such as business emails or official letters. It is a polite way of informing the recipient of important information. However, it is important to note that this phrase may not be appropriate for all written communication, especially in more casual or familiar settings.

In oral communication, “kindly be informed” can be used when speaking to someone in a formal or semi-formal setting, such as a business meeting or presentation. It is important to use a clear and confident tone when using this phrase, as it can convey authority and importance. However, it is important to also consider the context and the relationship between the speaker and the recipient, as using this phrase in a more casual or familiar setting may come across as overly formal or even rude.

Here are some further tips for using “kindly be informed” effectively:

• Use it sparingly: While “kindly be informed” can be a useful phrase in certain contexts, overusing it can make your communication sound overly formal and stilted. Use it only when necessary.
• Be clear and concise: When using “kindly be informed,” make sure your message is clear and concise. Avoid using overly complex language or unnecessary jargon.
• Consider your audience: When using “kindly be informed,” consider the needs and expectations of your audience. Make sure the information you are conveying is relevant and useful to them.
• Follow up as needed: If you use “kindly be informed” to convey important information, make sure to follow up as needed to ensure that the recipient has understood and acted upon the information.

Variations and Similar Phrases

When it comes to conveying important information in a professional setting, there are several variations and similar phrases that can be used in place of “kindly be informed.” Here are some commonly used phrases:

• Please be aware: This is a great formal alternative to “please be informed.” It shows that you want someone to be aware of the information that you’re about to share with them. “Aware” and “informed” are synonymous here. Both are polite and acceptable when directing a business email at someone and updating them.
• Be advised: This phrase is often used in formal settings and implies that the recipient should take action or make note of the information being conveyed.
• Please note: This phrase is commonly used to draw attention to important information. It is often used to introduce a new topic or to emphasize a key point.
• FYI: This acronym stands for “for your information” and is commonly used in informal settings. It is a quick and easy way to convey information without using a formal tone.
• Kindly note: This phrase is a polite way to ask someone to pay attention to important information. It is often used in formal settings and implies that the recipient should take note of the information being conveyed.
• This is to inform you: This phrase is often used in formal settings to introduce important information. It is a clear and direct way to convey information to the recipient.

Choose the appropriate phrase based on the context and tone of the message. Using the wrong phrase can create confusion or convey the wrong tone. For example, using “FYI” in a formal email may come across as unprofessional, while using “please be aware” in an informal conversation may sound overly formal and stuffy.

How to Respond to ‘Kindly Be Informed’?

Now that we fully understand the meaning of ‘Kindly Be Informed’ in different contexts, it’s now time to think about how we should respond and reciprocate politeness. Here are some tips on how to respond to this phrase:

1. Acknowledge the message: The first thing you should do is acknowledge the message. You can do this by simply replying with “Thank you for letting me know” or “I appreciate the update.”
2. Ask for clarification: If you need more information or clarification, don’t be afraid to ask. You can say something like “Can you please provide more details?” or “Could you explain that further?”
3. Respond appropriately: Depending on the context of the message, you may need to respond in a specific way. For example, if you are being informed of a change in plans, you may need to confirm your attendance or availability.
4. Be polite: It’s important to maintain a polite tone in your response, even if you are not happy with the information you have been given. Remember to say “please” and “thank you” and avoid using aggressive or confrontational language.
5. Take action if necessary: If the information you have been given requires action on your part, make sure to follow through promptly. This will show that you value the message and are taking it seriously.

When someone tells you to “kindly be informed,” it’s important to acknowledge the message, ask for clarification if necessary, respond appropriately, be polite, and take action if required. By following these tips, you can ensure that you are responding in a professional and effective manner.