Formal vs. Polite Notification in Written Communication

When it comes to written communication, the choice between saying I hereby inform and I wish to inform can significantly impact the tone and clarity of your message. Both phrases serve the purpose of conveying information, but they differ in formality and the context in which they are most appropriately used.

The Phrases: I hereby inform vs. I wish to inform

I hereby inform:

Formality: This phrase is more formal and is often used in official or legal contexts. It implies a definitive statement or announcement, carrying a sense of finality. Usage: It is typically used in formal declarations, official letters, or legal documents where clarity and strict formality are crucial.

I wish to inform:

Formality: This phrase is slightly less formal and conveys a more polite or courteous tone, indicating a desire to share information without the strictness of a formal declaration. Usage: It is commonly used in business communications, letters, or speeches, particularly when the speaker wishes to express a willingness to share important information in a friendly manner.

Please be informed:

Usage: This phrase is also less formal and is used similarly to “I wish to inform”. It is often used in formal communications to ensure clarity and catch the reader's attention.

When to Use Each Phrase

The choice between these phrases depends on the context and the level of formality required in your communication.

I hereby inform:

Legal or Official Documents: Use this phrase in legal contracts, official letters, or when making formal announcements to ensure clarity and finality. Formal Declarations: Utilize this during formal declarations or when making a public announcement that requires absolute clarity and finality.

I wish to inform:

Business Emails: Use this in business emails or internal communications where you are sharing important information in a professional but polite manner. Speeches: Employ this in speeches or presentations when you want to clearly convey a message without sounding overly formal.

Please be informed:

Internal Communications: Use this in internal communications to ensure that the information is clearly noted and understood, often in a formal but accessible tone.

Common Misuses and Alternatives

While both “I hereby inform” and “I wish to inform” are used to convey information, their overuse can make your writing seem formal or even adversarial, as if you are serving a formal notice.

For example, saying “I hereby inform you that I need to have you repay the 50 that I lent you last month” can make the statement sound stiff and less personal. Instead, a straightforward statement such as “I need to get back the 50 that I lent you last month” is more effective and natural.

Exception:

One context where these phrases are appropriate is in the introduction of a well-written letter that aims to summarize its purpose. For instance, using the example “Dear Mary, I am writing to inform you about a situation involving your son and my daughter…” followed by several more paragraphs describing the situation, would be appropriate.

Using these phrases appropriately can enhance the clarity and professionalism of your written communication. However, in most cases, you can avoid them altogether by using more direct and accessible language.