Achieving clarity and maintaining the correct tone in professional electronic communication is challenging. When delivering important instructions or conveying significant information, “please note” is a common default. While simple, this phrase can sound passive or clunky, failing to achieve the desired impact. Replacing this phrasing with more active and precise language enhances communication effectiveness.
Understanding the Intent Behind Using “Please Note”
The purpose of using “please note” is to function as a verbal highlighter within an email. Senders use it to draw the recipient’s attention specifically to non-negotiable details or policy updates. It emphasizes required action items that might otherwise be overlooked when buried within a longer message. The intent is to signal that the subsequent information warrants focused concentration from the reader.
When to Use the Phrase (And When to Avoid It)
“Please note” is generally limited to highly formal or official communications, such as legal disclaimers or company-wide policy changes. In these instances, the phrasing contributes to the necessary formality and seriousness. The phrase should be avoided in most routine correspondence where a more direct or active verb is suitable. For example, instead of “Please note the document attached,” use a direct command like “Review this document for errors.” Avoiding the phrase is also advisable when the desired tone is collaborative, as its instructional nature can sound hierarchical instead of team-oriented.
Professional Alternatives to “Please Note”
For Direct Action or Review
When the goal is to prompt the recipient to perform a specific task, using action-oriented language is more effective than passive phrasing. Instead of a general instruction, phrases like “Kindly review the attached spreadsheet” or “Please ensure that all fields are completed” clearly define the required next step. This direct approach eliminates ambiguity, letting the reader know exactly what is expected of them. Focusing on verbs related to checking, confirming, or processing accelerates the workflow.
For Critical Information or Policy Changes
Communicating information that represents an institutional shift requires language that underscores its importance. Introducing a major change with a statement like “A primary point to consider is the updated deadline structure” prepares the reader for the following details. Similarly, reinforcing compliance with “You must adhere to the new security protocol starting Monday” clearly establishes the mandatory nature of the information. These phrases set a serious context for the policy details that follow.
For Time-Sensitive or Urgent Matters
Urgency must be communicated clearly to prompt a timely response. When deadlines are approaching, opening with “Immediate attention is required for the budget submission document” elevates the email’s priority level. For simple reminders about upcoming dates, a concise statement like “Deadline reminder: The report is due by 5 p.m. today” is highly effective. These alternatives focus on the time constraint, leaving no doubt about the necessary speed of action.
Formatting and Placement for Maximum Impact
Ensuring important information is seen requires careful consideration of visual presentation within the email body. Techniques like applying bold text or italics to the key instruction visually separate it from surrounding paragraphs. For complex instructions, utilizing bullet points or a numbered list helps break up dense text, making individual items easier to digest and reference. Placing the most important instruction near the top of the email, perhaps immediately following the opening salutation, guarantees maximum visibility. Alternatively, if the instruction serves as a final check or reminder, placing it in a clearly marked summary section at the end is effective. A P.S. line can be used strategically for a final thought the reader might otherwise skip over.
Common Etiquette Mistakes to Avoid
One frequent error is the overuse of strong attention-drawing phrases, which leads to recipient fatigue. If every email is flagged as urgent or contains a demanding instruction, readers will eventually filter out the urgency signal. Another common mistake involves burying the important instruction deep within large, rambling paragraphs of text. When the instruction is not visually isolated, it is easily missed, regardless of the phrasing used. Additionally, using emphasis for information that is trivial or obvious undermines the credibility of future, important messages. Maintaining a high signal-to-noise ratio in communication preserves the impact of necessary emphasis.