Proper Use of 'This is hereby to inform' and Alternative Phrases in Business Correspondence

When it comes to business communication, the precise use of language can greatly impact the clarity and professionalism of your message. One common dilemma that often arises is the correct application of phrasing in notices and formal communications such as 'This is hereby to inform', 'This is hereby informed', and 'This is to inform'. In this article, we will explore which of these options is correct and when to use each one.

Which is Correct?

Among the three phrases mentioned, the correct phrasing for a notice is 'This is to inform you that'. To effectively use this phrase and ensure professional communication, it is important to understand when and why it is the preferred option.

Example Usage

Here are some sample sentences that correctly use the phrase 'This is to inform you that':

This is to inform you that you have to pay the tax on or before the 10th of this month. This is to inform you that the meeting will be rescheduled for next week. This is to inform you that the invoice has been updated to reflect the correct amount.

Note the crucial inclusion of the word 'you' after 'inform' in these examples. This personalization helps to ensure your communication is clear and direct.

Avoiding Overused Phrasing

The phrase 'This is hereby to inform' can sound overdone, especially in professional settings. It is generally advisable to reserve this phrasing for formal, legal, or very formal contexts. For instance, you might use it in an official notification from a government agency or in a formal letter from a corporation to its clients or employees.

Example usage:

'This is hereby to inform the general public that the summer employment season will commence on June 1st.'

In such contexts, the formality and authority conveyed by the phrase are appropriate. However, it is important to remember that its overuse can detract from the clarity and professionalism of your message.

Passive Voice: A Cautionary Note

The phrase 'This is hereby informed' is incorrect and should be avoided. This passive voice construct is unworkable and can lead to ambiguity in your message. Here is why:

'It is hereby informed that—You have to pay the tax on or before the 10th of this month.'

This sentence sounds incomplete and confusing. It lacks a clear subject and can be easily misinterpreted. Active voice sentences are generally preferred as they convey the message more clearly and directly.

Alternative Phrases

There are alternative ways to convey the same information without overusing formal language. For instance, the phrase 'This is to inform' works well in most business correspondence. If you wish to soften the language slightly, you can use 'advise' instead of 'inform'. Here are a few examples:

This is to advise you that the shipment of your order has been delayed. This is to advise that the new policies will take effect starting next month.

In these examples, 'advise' can serve as a more gracious and polite alternative to 'inform'. However, it is crucial to maintain a clear, direct, and professional tone in your communication.

Pro Forma Use

The phrase 'This is to inform you that' can also be used in pro forma communication. Pro forma is a term used to indicate that something is a matter of routine or formal procedure. Here is an example of how to use it in pro forma context:

'This is to inform you that copies of the birth and death certificates of my grandfather William Smith have been obtained and will be sent to your office early next week.'

Pro forma communication is typically used for notifications that are routine and do not require additional attention. In such cases, the phrase 'This is to inform you that' serves its purpose effectively.

It is also worth noting that the use of contractions can further soften the tone of your communication. For instance:

'This is to inform you that payment is due by the 10th.'

Here, the use of 'is due' softens the language slightly, making the message less harsh and more polite.

Conclusion

Choosing the right phrase can significantly impact the perceived professionalism and clarity of your business communication. 'This is hereby to inform' can sound overused, while 'This is hereby informed' is incorrect. The best choice is generally 'This is to inform you that', with the option to use 'advise' for a more gracious tone. Always ensure that your language is clear, direct, and appropriate for the context and audience of your message.