Finding the right words can feel like trying to catch sunlight—especially when you’re putting something into writing. You want to sound clear, yes, but also warm, authentic, and thoughtful. Other Ways to Say “Said in Writing”.
Whether you’re composing an email, formalizing a statement, or just trying to make your message land with more care, finding the perfect alternative to “said in writing” can bring a more human touch to your communication.
Let’s explore 33 alternatives that will help you connect more deeply, communicate more clearly, and sound more like you.
What Does “Said in Writing” Mean?
Meaning:
The phrase “said in writing” refers to any information, statement, or communication that has been documented or expressed in written form—whether in an email, letter, memo, or report.
Detailed Explanation:
Often used in formal settings (like legal or corporate), this phrase ensures that something is recorded, official, and traceable. It’s practical—but let’s be real—it can also come across as a little cold or impersonal.
Scenario Examples:
- “As stated in writing during our last correspondence…”
- “We require all feedback to be said in writing for documentation purposes.”
Best Use:
When formality, legal clarity, or professional boundaries are a must.
Not for Use:
In casual, emotional, or relational conversations where tone and warmth are needed.
1. Documented in Writing
Meaning: Clearly recorded in a written format.
Detailed Explanation: Often used to highlight something that’s been formally captured for reference.
Scenario Example: “The policy changes were documented in writing during the last board meeting.”
Best Use: For business and official communication.
Not for Use: When aiming for a casual or conversational tone.
Additional Tip: Use this in compliance-related or contractual messages for clarity.
Read More: 33 Other Ways to Say “Great Job” (With Examples)
2. Expressed Through Writing
Meaning: Shared thoughts or information via written words.
Detailed Explanation: Adds a touch of intentionality—you’re focusing on the act of expression.
Scenario Example: “His concerns were expressed through writing before the meeting.”
Best Use: Reflective or empathetic written communications.
Not for Use: Legal or overly technical documents.
Additional Tip: Great for client feedback or emotional correspondence.
3. Communicated in Writing
Meaning: Delivered or shared information via a written method.
Detailed Explanation: More formal than “shared,” but still approachable.
Scenario Example: “The terms were communicated in writing for transparency.”
Best Use: Corporate or internal communications.
Not for Use: Friendly or informal notes.
Additional Tip: A safe go-to when unsure how formal to be.
4. Stated in a Written Message
Meaning: Clearly said via a written message.
Detailed Explanation: Slightly softer than “said in writing.”
Scenario Example: “This was stated in a written message last week.”
Best Use: Emails, memos, or follow-up notes.
Not for Use: Legal docs—too vague.
Additional Tip: Add a date or reference point for clarity.
5. Noted in Writing
Meaning: Briefly mentioned or acknowledged in written form.
Detailed Explanation: This implies documentation but in a more casual tone.
Scenario Example: “That change was noted in writing during our last check-in.”
Best Use: Follow-ups, checklists, and project updates.
Not for Use: Official contracts.
Additional Tip: Use for gentle reminders.
6. Captured in Writing
Meaning: Describes something written down or preserved in text.
Detailed Explanation: Adds a human touch—it feels like a snapshot of a moment.
Scenario Example: “Your ideas were captured in writing and shared with the team.”
Best Use: Creative and collaborative contexts.
Not for Use: Highly formal communication.
Additional Tip: Especially useful in design, education, or brainstorming settings.
7. Shared via Email
Meaning: Indicates the information was written and sent electronically.
Detailed Explanation: Specific and modern—great for digital communication.
Scenario Example: “This was shared via email on Friday.”
Best Use: Work emails or remote team messages.
Not for Use: Formal letters or reports.
Additional Tip: Include the date if referencing previous emails.
8. Outlined in the Letter
Meaning: Detailed in a specific written document.
Detailed Explanation: Gives weight to the format—it wasn’t just said, it was structured.
Scenario Example: “The terms were outlined in the letter sent last month.”
Best Use: Formal letters and legal discussions.
Not for Use: Conversations or casual updates.
Additional Tip: Use when referring to hard-copy communication.
9. Indicated in Writing
Meaning: Suggested or shown through written content.
Detailed Explanation: Subtle and professional.
Scenario Example: “The deadline was indicated in writing in the initial request.”
Best Use: Contractual terms, policy updates.
Not for Use: Emotional or relational communication.
Additional Tip: Adds neutrality—great when addressing issues.
10. Recorded in Documentation
Meaning: Logged or saved in official documents.
Detailed Explanation: Implies formality and traceability.
Scenario Example: “This decision was recorded in documentation from the meeting.”
Best Use: Legal, HR, and organizational notes.
Not for Use: Friendly exchanges.
Additional Tip: Helps reinforce accountability.
11. Put Into Words
Meaning: Transformed thoughts or emotions into written language.
Detailed Explanation: Often used when emotions, opinions, or abstract ideas are carefully written.
Scenario Example: “She put her appreciation into words in the thank-you note.”
Best Use: Empathetic writing like letters, reviews, or appreciations.
Not for Use: Legal or procedural documents.
Additional Tip: Best used when sharing something personal or expressive.
12. Articulated in Writing
Meaning: Clearly and effectively expressed in written form.
Detailed Explanation: Suggests clarity, structure, and well-thought-out writing.
Scenario Example: “Her concerns were articulated in writing before the meeting.”
Best Use: Formal reports, academic or HR communication.
Not for Use: Informal chats or brief notes.
Additional Tip: Use to emphasize professionalism in tone.
13. Confirmed in Writing
Meaning: Officially agreed upon through written communication.
Detailed Explanation: Emphasizes validation or approval.
Scenario Example: “The schedule change was confirmed in writing yesterday.”
Best Use: Approval emails, scheduling, or policy communication.
Not for Use: Hypothetical or unverified details.
Additional Tip: Great for timelines and documented commitments.
14. Addressed in Writing
Meaning: Tackled or responded to via written form.
Detailed Explanation: Suggests a response to a concern or issue.
Scenario Example: “That issue was addressed in writing during the last update.”
Best Use: Feedback, clarifications, or project management.
Not for Use: When spoken replies are more impactful.
Additional Tip: Use in follow-up emails or resolution summaries.
15. Reflected in the Document
Meaning: Accurately represented in a piece of writing.
Detailed Explanation: Suggests alignment between content and communication.
Scenario Example: “Those changes are reflected in the document you received.”
Best Use: Project notes, deliverables, or formal content.
Not for Use: When clarity is lacking in the document.
Additional Tip: Use for reference-heavy conversations.
16. Written Down
Meaning: Physically or digitally recorded.
Detailed Explanation: Casual and direct, often used in everyday conversations.
Scenario Example: “It’s all written down in the notebook.”
Best Use: Informal writing, quick notes, or reminders.
Not for Use: Formal or professional records.
Additional Tip: Add context to avoid sounding too vague.
17. Documented via Email
Meaning: Clearly recorded through electronic correspondence.
Detailed Explanation: Provides a specific channel where the writing occurred.
Scenario Example: “That request was documented via email on April 10.”
Best Use: Internal communications and email threads.
Not for Use: Paper documentation or text messages.
Additional Tip: Helps maintain a timeline in written discussions.
18. Put in Black and White
Meaning: Clearly documented and unambiguous.
Detailed Explanation: Idiomatic expression that emphasizes something was made official.
Scenario Example: “It’s all there, put in black and white.”
Best Use: Confident or direct communication.
Not for Use: Highly formal or legal writing.
Additional Tip: Adds a conversational but clear tone.
19. Written Formally
Meaning: Composed using structured, professional language.
Detailed Explanation: Signifies intent and professionalism in communication.
Scenario Example: “Her resignation was submitted in written formal language.”
Best Use: HR matters, applications, and official notices.
Not for Use: Friendly or casual exchanges.
Additional Tip: Use to reinforce respectful tone and formality.
20. Clearly Spelled Out
Meaning: Explained in simple, understandable terms.
Detailed Explanation: Highlights clarity and transparency.
Scenario Example: “The refund process was clearly spelled out in the policy.”
Best Use: Instructions, guidelines, or client communication.
Not for Use: When nuance or subtlety is needed.
Additional Tip: Perfect for educational or onboarding content.
21. Composed in a Message
Meaning: Thoughtfully put together and sent in writing.
Detailed Explanation: Adds a creative or considerate vibe.
Scenario Example: “His thoughts were composed in a message earlier this morning.”
Best Use: Emails, thoughtful reflections, thank-you notes.
Not for Use: Documents requiring strict formatting.
Additional Tip: Good for blending warmth with professionalism.
22. Mentioned in the Email
Meaning: Briefly included or pointed out in a written email.
Detailed Explanation: Direct and clear, without sounding too heavy.
Scenario Example: “That detail was mentioned in the email from yesterday.”
Best Use: Follow-ups, clarifications.
Not for Use: Official summaries or statements.
Additional Tip: Reference the exact line or section for better clarity.
23. Put in a Written Statement
Meaning: Included formally in a written statement.
Detailed Explanation: Adds gravity or formality to what’s being said.
Scenario Example: “He put his reasoning in a written statement.”
Best Use: Disciplinary, legal, or media statements.
Not for Use: Light-hearted or everyday emails.
Additional Tip: Use for structured and serious topics.
24. Authored in the Document
Meaning: Written and created by a specific person in a document.
Detailed Explanation: Adds ownership and professionalism.
Scenario Example: “That section was authored in the document by the compliance officer.”
Best Use: Reports, white papers, or policy documents.
Not for Use: General team updates or collaborative input.
Additional Tip: Use when giving credit or ensuring authorship.
25. Included in the Memo
Meaning: Written into an internal communication piece.
Detailed Explanation: Clear, contextual, and professional.
Scenario Example: “Those points were included in the memo on Monday.”
Best Use: Company-wide updates, internal documentation.
Not for Use: Conversations or private messages.
Additional Tip: Perfect for referencing official communications.
26. Detailed in the Notes
Meaning: Fully explained within written meeting or reference notes.
Detailed Explanation: Adds clarity and ease of follow-up.
Scenario Example: “That timeline was detailed in the notes from our session.”
Best Use: Meeting summaries or collaborative projects.
Not for Use: Legal or policy writing.
Additional Tip: Always offer to resend the notes for clarity.
27. Written in Response
Meaning: Created as a reply to a prior communication.
Detailed Explanation: Shows progression and thoughtful acknowledgment.
Scenario Example: “His clarification was written in response to the previous concern.”
Best Use: Replies, clarifications, or Q&A.
Not for Use: Proactive communications.
Additional Tip: Highlights that feedback was received and addressed.
28. Captured in the Record
Meaning: Officially documented in a system or formal record.
Detailed Explanation: Adds credibility and traceability.
Scenario Example: “Her request was captured in the record at the time.”
Best Use: Medical, academic, or legal records.
Not for Use: General chat or texts.
Additional Tip: Helps confirm you’re working from verified data.
29. Committed to Writing
Meaning: Formally and intentionally written down.
Detailed Explanation: Has a strong sense of responsibility and intent.
Scenario Example: “He committed those promises to writing.”
Best Use: Contracts, pledges, and agreements.
Not for Use: Casual messages.
Additional Tip: Shows dedication and formalization of thought.
30. Shared in Written Form
Meaning: Sent or communicated through text.
Detailed Explanation: Balanced and neutral—good for many scenarios.
Scenario Example: “This information was shared in written form last week.”
Best Use: General documentation or updates.
Not for Use: Emotional or spoken dialogue.
Additional Tip: It’s a solid, middle-of-the-road phrase when you’re not sure how formal to go.
31. Logged in the System
Meaning: Entered and saved in an official digital record.
Detailed Explanation: Used often in IT, HR, or project management.
Scenario Example: “The update was logged in the system at 4 p.m.”
Best Use: Tracking, support tickets, or workflows.
Not for Use: Human-centered messages or creative writing.
Additional Tip: Pairs well with accountability-focused updates.
32. Jotted Down
Meaning: Quickly and informally written.
Detailed Explanation: Casual, usually not highly structured.
Scenario Example: “I jotted that down in my planner.”
Best Use: Notes to self, brainstorming.
Not for Use: Official or formal records.
Additional Tip: Adds a friendly, human tone to messages.
33. Notified in Writing
Meaning: Officially informed via a written message.
Detailed Explanation: Useful when communicating policy or changes.
Scenario Example: “The team was notified in writing of the upcoming transition.”
Best Use: HR updates, business communications.
Not for Use: Friendly or personal check-ins.
Additional Tip: Signals professionalism and directness.
Additional Tip to Say “Said in Writing”
When choosing an alternative to “said in writing,” always consider the tone, relationship, and purpose of your communication. A formal term might suit a contract, while a warm phrase like “put into words” fits better in a heartfelt thank-you note.
Don’t be afraid to make your writing feel personal and human—even in professional spaces. That little shift in phrasing might be what helps your message truly resonate.
Conclusion
Language is powerful—not just for what it says, but for how it makes someone feel. Replacing something as simple and formal as “said in writing” with a more empathetic, thoughtful, or specific phrase helps your words land with greater clarity and care.
I’ve learned, both through my writing career and countless late-night email rewrites, that tone matters just as much as message. Whether you’re communicating policies, sharing feedback, or expressing gratitude, these 33 alternatives offer you tools to say it in a way that truly connects.
FAQ
1: When should I avoid using “said in writing”?
Answer:
“Said in writing” can feel overly formal, stiff, or even cold—especially in personal or conversational settings. If you’re writing a thank-you note, heartfelt message, or any email where tone matters, opting for a warmer or more expressive alternative (like “put into words” or “shared in written form”) is a better way to connect.
2: What’s the most professional alternative to “said in writing”?
Answer:
For professional settings—especially legal, HR, or business communication—some great alternatives include:
- “Documented in writing”
- “Outlined in the document”
- “Confirmed in writing”
These retain the formal tone while sounding polished and precise.
3: Can I use these phrases in both emails and official documents?
Answer:
Yes—but with care. Some alternatives like “clearly spelled out” or “written down” work better in emails or casual notes, while others like “committed to writing” or “included in the memo” are ideal for official documents. Always match the tone to your audience and purpose.
4: What’s the most human-sounding alternative for personal communication?
Answer:
If you want to come across as thoughtful and genuine, phrases like:
- “Put into words”
- “Composed in a message”
- “Shared in writing”
are lovely choices. They feel intentional without sounding robotic or distant.
5: How do I choose the best alternative for a specific situation?
Answer:
Think about three things:
- Tone – Is it casual, warm, formal, or official?
- Relationship – Are you writing to a friend, coworker, client, or manager?
- Purpose – Are you clarifying, expressing appreciation, documenting, or responding?
Once you know those, choose a phrase that aligns. For example, use “articulated in writing” in a formal report, but “jotted down” when chatting about notes in a Slack thread.
