You never want to come across as rude or as a know-it-all when you talk to someone in a formal way.
Avoid saying, “Just so you know.” in a professional setting. Better ask if the person is already up to date about a topic or explain that you would like to share some information.
How they interpret that can negatively affect your relationship with them. You don’t want to create any problems accidentally. There are ways to say this that are more professional and send a positive message.
Are You Aware?
A great way to get this message across is to form it as a question. Asking them if they are aware of something is a good option.
You can share what you want them to know and if they already have those details, they will let you know.
They will appreciate you checking to make sure nothing has slipped through the cracks.
What to Say:
“Are you aware that the meeting has been moved from Monday at 2 pm to Tuesday at 4 pm?”
“I want to double-check you are aware of the deadline on the Monroe account. It has been changed a couple of times so I am confirming the team is all on the same page with the current information.”
“Has anyone told you Michelle will return from maternity leave on the 15th?”
“I wanted to pop in and let you know there is cake in the breakroom. It is delicious, go grab a piece before it is gone!”
“Did you know Craig put in his 2 weeks’ notice? It is going to be hard to replace him!”
The approach that you are sharing information with someone is personal yet professional.
They feel valued and appreciated. This is a great way to make sure they know something. You can tell them in person, by phone, or even in a business email.
What to Say:
“I am bringing this to your attention so we don’t have the same bad news as we had last month. I figured out what is causing them.”
“Can we talk for a minute? I wanted to share with you that I applied for the supervisor position. I want to thank you for encouraging me to do so. I wasn’t sure if I am ready for the responsibility but if you have faith in me, I need to believe in myself too. It is worth interviewing for the position and seeing if they offer it to me.”
“Are you interested in attending a conference about (insert topic)? There is one offered next month and I think it would be valuable to us. Would you like to look over the agenda and let me know by next week if you wish to join me?”
As a Reminder
It can be a fine line if someone is forgetful because you don’t want to seem like you micro-manage them.
There are ways you can give them a reminder though without it seeming so obvious!
What to Say:
“I look forward to our meeting downtown with the commitment on the 10th. There are many exciting topics on the agenda, and I look forward to your input.”
“If you would like me to add anything for our department to the newsletter, I need it by the end of the day on the first Friday of each month. I know everyone gets busy so I try to send out reminders the Wednesday before via email.”
“Do you have any preferences for our dinner meeting at the end of the month for the Carpenter account? I would like to get a reservation secured soon for our group.”
I Know You Are Busy
Juggling multiple roles both in a work setting and personally can be tough at times. Many people are walking a fine line, and time isn’t something they have an abundance of.
Let them know you realize they are busy when you tell them something you wish them to become aware of.
What to Say:
“I know it has been a hectic few weeks here, but can you find time by the end of the week to get back to me about my proposal? I need your feedback before I go to the next committee meeting.”
“Wow, it has been a whirlwind here, but we are all going to get through it. Since it has been busy, I wanted to check that you are still taking care of the arrangements for Mike’s retirement luncheon at the end of the month. Is there anything I can help you with regarding it?”
For Your Attention
Sending a message to share something is important and can make a difference. Otherwise, it could get lost in the shuffle.
Telling someone you have sent it for their attention can get them interested too.
What is so important you felt the need to share it with them? That curiosity will get them to listen to or read a message!
What to Say:
“For your attention, everyone has to RSVP for the holiday party no later than Friday. We need to know how many are attending and the food choice they select.”
“Tim from (insert business name) has left three messages this week for an appointment while he is in town. Is there any way you can fit him in for 30 minutes on Tuesday?”
“The merger between Jackson and Miles has been approved, and that can open up so great opportunities for our business. I wanted to make sure you were aware of this. Would you like to meet early next week so we can discuss a strategy for approaching them?”
If something is very important or you need a time-sensitive response, send it as a priority.
This is especially helpful with emails; you can just put priority in the subject line. Then you can share what you need from them and when you need it done.
“Since you are flying with us to the conference in Chicago, I need the important information below so I can make the reservations. Please provide it by Monday and I will get back to you with your confirmation details.”
“I haven’t been able to resolve the complaint with customer Jim Jackson, and he is upset. Would you mind reviewing it today and sharing what to do next? He is asking to talk to someone above me so perhaps you can reach out to him?”
Katie Holmes is a senior author at everyday-courtesy.com with over 15 years of experience in marketing and psychology. As a freelance consultant, she also supports companies and executives in overcoming communication challenges. Katie is a passionate digital nomad working on her first book on the art of communication.