Please Be Advised Sample Letter: Practical Templates For Every Formal Situation

One awkwardly worded formal notice can cause confusion, frustration, or even avoidable disputes. A properly structured Please Be Advised Sample Letter removes all the guesswork from this common professional task.

You do not need formal writing training to send clear, respectful notices. This guide explains appropriate use cases, shares working templates, and answers every common question about this type of correspondence.

When You Should Use A Please Be Advised Sample Letter

Most people use "please be advised" for updates that require the recipient to take note or plan action. This phrase is not for casual chat. It sets clear expectation that the content requires attention.

Using a standardized sample letter removes tone bias, ensures all required details are included, and saves you hours of drafting from scratch every time. Common scenarios for this letter type include:

• Workplace policy changes
• Residential tenancy updates
• Customer service adjustments
• Event or meeting schedule changes
• Supplier delivery notifications

Tone should always match the situation:

Please Be Advised Sample Letter: Workplace Office Relocation Notice

Subject: Please Be Advised: Main Office Relocation

Dear Team,

Please be advised that the downtown head office will relocate to Northwood Business Park effective Monday 16th October.

All staff will receive desk allocations and access codes by end of day Friday. Direct all questions to the operations team.

Regards,
Facilities Management

Please Be Advised Sample Letter: Residential Tenancy Rent Adjustment

Subject: Formal Notice Of Monthly Rent Adjustment

Dear Tenant,

Please be advised that as per clause 7 of your tenancy agreement, monthly rent will increase to $1820 effective 1st December 2024.

You may contact our property manager to discuss this notice within 14 working days.

Sincerely,
Oakwood Property Management

Please Be Advised Sample Letter: Customer Service Outage Notification

Subject: Important: Planned System Maintenance This Weekend

Dear Valued Customer,

Please be advised that our online account portal will be unavailable 10PM Saturday to 6AM Sunday for critical security updates.

All pre-scheduled payments will process normally. No account edits will be possible during this window.

Thank you for your patience,
Customer Support Team

Please Be Advised Sample Letter: Employee Policy Update Notice

Subject: Update To Remote Working Policy

Dear All Staff,

Please be advised that the company remote working policy has been revised, effective the start of next quarter.

Staff may work up to 3 days per week remotely with manager pre-approval. The full policy is posted on the staff intranet.

Regards,
Human Resources

Please Be Advised Sample Letter: Event Schedule Change Notice

Subject: Update: Annual Community Fundraiser Date Change

Dear Registered Attendee,

Please be advised that the annual river cleanup fundraiser has been rescheduled to Saturday 4th November due to forecast severe weather.

All registrations carry over automatically. Request refunds up to 24 hours prior if you cannot attend.

Kind regards,
Event Coordination Team

Please Be Advised Sample Letter: Supplier Delivery Delay Notification

Subject: Update On Your Recent Order #78241

Dear Client,

Please be advised that your materials order will arrive 2 working days later than originally confirmed.

This delay stems from unplanned port congestion. We will send live tracking updates once the shipment departs.

Apologies for the inconvenience,
Logistics Department

Please Be Advised Sample Letter: Formal Meeting Reschedule Notice

Subject: Reschedule: Quarterly Board Meeting 12th October

Dear Board Members,

Please be advised that the quarterly board meeting has been moved to Friday 13th October at 2PM.

All meeting papers will be resent this evening. Confirm attendance with the company secretary by tomorrow end of day.

Thank you,
Board Administration

Frequently Asked Questions about Please Be Advised Sample Letter

When should I start a letter with "please be advised"?

Use this phrase when sharing formal information that requires the recipient to take note or action. It is not appropriate for casual internal messages.

Is "please be advised" considered rude?

The phrase itself is neutral and professional. It only reads as harsh if paired with aggressive language. Always add clear context for the notice.

Can I use these sample letters for legal purposes?

These templates work for standard formal notices. Always confirm local regulatory requirements or consult legal support for high-stakes official correspondence.

Should I put "please be advised" in the subject line?

You can add this phrase to email subject lines for very important notices. This signals to recipients that the message requires their attention before opening.

How formal should these letters be?

Match formality to your relationship with the recipient. Customer and tenant notices should remain polite, while internal team messages can be slightly more casual.

Can I edit the sample letters for my own use?

All sample letters provided are fully customizable. Always add specific dates, reference numbers and contact details before sending any notice.

Is "please be advised" outdated?

This phrase remains widely used and understood across all professional industries. It is still one of the clearest ways to signal formal important information.

What details must I always include?

Every notice should include an exact effective date, clear explanation of the change, and a point of contact for questions. Never send a notice without these three items.

Should I send these letters via email or post?

Email is acceptable for most standard notices. Use physical post only when required by contract, law, or when confirming receipt is critical.

Every Please Be Advised Sample Letter shared in this guide follows standard professional conventions that work across almost every industry. You don’t need fancy language to send an effective notice—you just need clear information, correct context, and a respectful tone.

Start by picking the template that matches your situation, swap out the placeholder details for your specific information, and review once for tone. Save this page to your bookmarks so you can return quickly the next time you need to send a formal notice.