In professional writing, the phrase “the text states” often appears in reports, essays, emails, and business documents. However, it can sound repetitive or too basic in formal communication. That’s why many people search for other ways to say “the text states” to improve clarity, tone, and professionalism.
In business emails, workplace reports, and academic writing, using varied expressions helps you sound more natural and polished. This article gives you professional, formal, friendly, and email-ready alternatives you can use right away in real communication.
Whether you’re writing to a client, manager, or colleague, these alternatives will help you improve workplace communication, email etiquette, and professional communication.
Meaning of “The Text States
Literal meaning
“The text states” means the document or written content is presenting information or making a claim.
Tone
Neutral, factual, slightly formal.
Purpose
It is used to introduce information from a source, report, or document.
Emotional context
It carries no emotion; it is purely informational.
Example
- The text states that sales increased by 20% last quarter.
Professional Usage of “The Text States”
You can use this phrase or its alternatives in:
Emails
- Referring to reports or shared documents
Workplace communication
- Summarizing policies or findings
Client communication
- Explaining contract terms or updates
Networking
- Referring to shared insights or articles
Customer service
- Explaining guidelines or instructions
Alternatives to “The Text States” (Core Section)
Below are 50+ professional, formal, friendly, email-ready alternatives, grouped by tone and usage.
1. Professional Alternatives (15+)
These are ideal for business reports, formal emails, and workplace documents.
1. “The document indicates”
- Meaning: Shows information clearly
- Tone: Professional
- Best use: Reports
- Example: The document indicates a rise in demand.
2. “The report highlights”
- Meaning: Emphasizes key points
- Tone: Formal
- Best use: Business summaries
- Example: The report highlights improved performance.
3. “The text explains”
- Meaning: Provides clarification
- Tone: Neutral
- Best use: Analysis
- Example: The text explains the new policy.
4. “The passage notes”
- Meaning: Mentions information
- Tone: Academic
- Best use: Research
- Example: The passage notes several risks.
5. “The material suggests”
- Meaning: Implies meaning
- Tone: Analytical
- Best use: Reports
- Example: The material suggests strong growth.
6. “The document outlines”
- Meaning: Describes structure
- Tone: Formal
- Best use: Procedures
- Example: The document outlines the process.
7. “The source mentions”
- Meaning: Brief reference
- Tone: Neutral
- Best use: Citations
- Example: The source mentions budget cuts.
8. “The text presents”
- Meaning: Shows information
- Tone: Professional
- Best use: Business writing
- Example: The text presents key findings.
9. “The article states”
- Meaning: Declares information
- Tone: Formal
- Best use: References
- Example: The article states the results clearly.
10. “The findings show”
- Meaning: Research results
- Tone: Analytical
- Best use: Data reports
- Example: The findings show steady growth.
11. “The study indicates”
- Meaning: Research conclusion
- Tone: Academic
- Best use: Research papers
- Example: The study indicates improvement.
12. “The report conveys”
- Meaning: Communicates message
- Tone: Formal
- Best use: Reports
- Example: The report conveys urgency.
13. “The data reveals”
- Meaning: Uncovers facts
- Tone: Analytical
- Best use: Statistics
- Example: The data reveals a trend.
14. “The text affirms”
- Meaning: Confirms statement
- Tone: Formal
- Best use: Strong confirmation
- Example: The text affirms compliance.
15. “The content describes”
- Meaning: Explains details
- Tone: Neutral
- Best use: Documentation
- Example: The content describes procedures.
2. Formal Alternatives (10+)
These are best for legal, academic, and corporate writing.
16. “It is stated that”
- Tone: Highly formal
- Use: Legal writing
- Example: It is stated that payment is required.
17. “The document asserts”
- Tone: Strong formal
- Use: Legal claims
- Example: The document asserts ownership.
18. “It is mentioned in the text”
- Tone: Passive formal
- Use: Reports
- Example: It is mentioned in the text that delays occurred.
19. “The text asserts”
- Tone: Strong
- Use: Academic analysis
- Example: The text asserts a key argument.
20. “The document specifies”
- Tone: Precise
- Use: Contracts
- Example: The document specifies deadlines.
21. “It is indicated in the document”
- Tone: Formal passive
- Use: Business writing
- Example: It is indicated in the document that approval is needed.
22. “The passage states”
- Tone: Academic
- Use: Essays
- Example: The passage states the hypothesis.
23. “The report confirms”
- Tone: Definitive
- Use: Data reporting
- Example: The report confirms the results.
24. “The text conveys”
- Tone: Formal
- Use: Analysis
- Example: The text conveys concern.
25. “The document declares”
- Tone: Strong formal
- Use: Legal/official
- Example: The document declares compliance.
3. Friendly Alternatives (10+)
These are useful in casual workplace emails or team chats.
26. “It says that”
- Tone: Simple
- Use: Informal emails
- Example: It says that the meeting is delayed.
27. “The message explains”
- Tone: Friendly
- Use: Team communication
- Example: The message explains the update.
28. “It mentions”
- Tone: Casual
- Use: Internal notes
- Example: It mentions a schedule change.
29. “The note says”
- Tone: Simple
- Use: Quick updates
- Example: The note says to follow up.
30. “It points out”
- Tone: Friendly
- Use: Discussions
- Example: It points out key issues.
31. “The text shows”
- Tone: Neutral
- Use: Simple reporting
- Example: The text shows improvement.
32. “It highlights”
- Tone: Friendly
- Use: Emails
- Example: It highlights important changes.
33. “The document says”
- Tone: Plain
- Use: Everyday communication
- Example: The document says to submit forms.
34. “It explains”
- Tone: Simple
- Use: Instructions
- Example: It explains the steps clearly.
35. “It states”
- Tone: Neutral
- Use: Basic writing
- Example: It states the deadline.
4. Email Alternatives (10+)
Perfect for business email phrases and email etiquette.
36. “As outlined in the document”
- Example: As outlined in the document, approval is required.
37. “According to the text”
- Example: According to the text, changes apply immediately.
38. “As mentioned in the report”
- Example: As mentioned in the report, sales improved.
39. “The email states”
- Example: The email states the next steps.
40. “As per the document”
- Example: As per the document, deadlines are fixed.
41. “The report indicates”
- Example: The report indicates progress.
42. “It is noted in the message”
- Example: It is noted in the message that approval is pending.
43. “The document explains”
- Example: The document explains the process.
44. “As described in the text”
- Example: As described in the text, updates are ongoing.
45. “The communication states”
- Example: The communication states policy changes.
5. Workplace Alternatives (10+)
Best for internal communication and professional communication.
46. “The guidelines state”
- Example: The guidelines state safety rules.
47. “The policy indicates”
- Example: The policy indicates new rules.
48. “The instructions say”
- Example: The instructions say to submit forms.
49. “The memo states”
- Example: The memo states updated timings.
50. “The brief explains”
- Example: The brief explains project goals.
51. “The update notes”
- Example: The update notes recent changes.
52. “The document clarifies”
- Example: The document clarifies responsibilities.
53. “The report outlines”
- Example: The report outlines expectations.
54. “The communication highlights”
- Example: The communication highlights deadlines.
55. “The statement indicates”
- Example: The statement indicates approval.
Quick Comparison Table
| Alternative | Tone | Best Use |
|---|---|---|
| The document indicates | Professional | Reports |
| It is stated that | Formal | Legal writing |
| It says that | Friendly | Casual emails |
| As outlined in the document | Business communication | |
| The report highlights | Professional | Summaries |
| According to the text | Neutral | Emails |
| The memo states | Workplace | Internal updates |
| The data reveals | Analytical | Statistics |
| The passage notes | Academic | Research |
| It mentions | Casual | Team chat |
Email Examples
Client Email
As outlined in the document, the project timeline has been updated.
Manager Email
The report indicates that performance has improved this quarter.
Colleague Email
It mentions that the meeting has been rescheduled.
Customer Email
The message explains the next steps for your request.
Networking Email
According to the text, industry trends are shifting rapidly.
Meeting Follow-up
As mentioned in the report, we will revisit this next week.
Common Mistakes
- Overusing “the text states” repeatedly
- Using overly formal phrases in casual emails
- Mixing academic tone with friendly messages
- Using passive voice too often
- Ignoring email etiquette and clarity
Related Phrases (15+)
- The document shows → indicates evidence
- The report suggests → implies conclusion
- It is written that → formal citation style
- The text confirms → verifies fact
- The source explains → provides detail
- The data shows → presents results
- The passage describes → explains content
- The message states → simple communication
- The report concludes → final finding
- The document highlights → emphasizes point
- It is noted that → formal mention
- The study finds → research result
- The article reports → news-style reference
- The text reveals → uncovers insight
- The memo explains → internal communication
Phrase Comparison
“The text states” vs Alternatives
- Tone: Neutral but repetitive
- Best for: Basic academic writing
- Weakness: Lacks variation and polish
Alternatives
- More precise (report indicates, data reveals)
- More formal (it is stated that, document asserts)
- More friendly (it says that, it mentions)
- More professional (as outlined, according to the report)
Cultural Usage
US English
- Prefers simple clarity
- “It says,” “The report shows” common
UK English
- Slightly more formal tone
- “The document states,” “It is noted that” preferred
Corporate Communication
- Structured and precise language
- “As outlined,” “The report indicates” preferred
Customer Service
- Friendly tone
- “It says,” “It explains,” “It mentions”
Networking
- Balanced tone
- “According to,” “The text highlights”
FAQs
1. What is a professional way to say “the text states”?
Use “the document indicates” or “the report highlights.”
2. What is a formal alternative?
“ It is stated that” or “the document specifies.”
3. What is a friendly version?
“It says that” or “it mentions.”
4. Can I use this in emails?
Yes, especially alternatives like “as outlined in the document.”
5. What is best for reports?
“The report indicates” or “the data reveals.”
6. What is best for legal writing?
“It is stated that” or “the document asserts.”
7. What is best for workplace messages?
“The memo states” or “the update notes.”
8. What is best for academic writing?
“The passage notes” or “the study indicates.”
9. Is “the text states” formal?
Yes, but it is basic and repetitive.
10. What is better than “states”?
“Indicates,” “suggests,” “explains.”
11. Can I replace it in all cases?
Yes, but choose tone carefully.
12. What is best for emails to clients?
“As outlined in the document.”
13. What is best for summaries?
“The report highlights.”
14. What is best for data?
“The data reveals.”
15. Why should I avoid repetition?
It improves readability and professionalism.
Final Summary
The phrase “the text states” is common but often too simple for professional writing. In business emails, reports, and workplace communication, using varied alternatives improves clarity and tone. For formal use, choose expressions like “it is stated that” or “the document specifies.” For professional reports, use “the report indicates” or “the data reveals.” For friendly emails, phrases like “it mentions” or “it says that” work best. In email etiquette and professional communication, choosing the right alternative helps you sound clearer, more natural, and more credible.
