Quick Answer: “It states” is a formal phrase used to introduce information from a document, text, or source. Top alternatives include: it says, it notes, it indicates, it explains, and according to the text.
Have you ever written “it states” three times in one paragraph and felt your writing was repeating itself? If so, you are not alone. This phrase appears constantly in academic essays, reports, contracts, and professional emails, which makes it one of the most useful yet overused reporting verbs in formal English.
English learners and professionals often default to “it states” because it sounds authoritative and precise. However, learning alternatives to “it states” helps you introduce sources in English with more variety, accuracy, and nuance, whether you are quoting a contract, summarizing an article, or referencing a study .
Knowing other ways to say “it states” gives you options for every writing situation. For example, you can be formal in an academic paper, neutral in a business report, or casual in a reading response. This guide gives you 30 practical alternatives with clear examples so you can use each one with confidence.
“Precision in reporting sources builds credibility in your writing.”
Quick Categories
Formal alternatives to “It States”
- It declares
- It asserts
- It specifies
- It documents
Pro Tips Box: Formal alternatives suit academic writing, legal documents, and official reports where precision matters .
Casual alternatives
- It says
- It mentions
- It notes
- It shows
Pro Tips Box: Casual alternatives work well in reading responses, informal summaries, and everyday writing .
Professional alternatives
- It indicates
- It reports
- It explains
- According to the document
Pro Tips Box: Professional alternatives balance clarity with credibility and fit naturally into business and academic contexts .
Informal expressions
- It reads
- It puts it
- It spells out
- The text goes on to say
Pro Tips Box: Informal expressions in English add variety, but save them for less formal writing or spoken summaries .
Common Mistakes
- Overusing “it states” in every sentence
Example: “It states… It states… It states…” Repetition makes your writing feel mechanical and immature . - Using “it states” for indirect or implied information
Example: “It states that the character was sad” when the text only suggests it. Use “it suggests” or “it implies” for indirect meaning. - Forgetting to specify the source
Example: “It states that the deadline is Friday.” What states? Always name the document, text, or author for clarity . - Using “it declares” for neutral factual information
Example: “The manual declares that the button is red.” “Declares” implies a strong public announcement, which is too dramatic for simple facts . - Mixing formal and informal registers
Example: “The contract says, like, the payment is due.” This creates an inconsistent tone that undermines credibility.
“The right reporting verb tells your reader exactly how to interpret the source.”
What Does “It States” Mean?
“It states” is a reporting verb phrase used to introduce information that is explicitly written or declared in a document, text, or official source. Specifically, it combines the pronoun “it” with the verb “states” to indicate that a source formally expresses a fact, rule, or claim .
Example Sentence: “The contract states that employees are entitled to two weeks of vacation each year.”
When to Use “It States”
- When quoting or paraphrasing a legal document
- When referencing a rule or regulation
- When summarizing an academic source
- When introducing information from a contract
- When citing official guidelines or policies
Spoken vs Written: Very common in written English, especially academic, legal, and professional writing.
Formal vs Informal: Formal to neutral. Casual alternatives like “it says” work better in informal summaries .
Is It Professional or Polite to Say “It States”?
Polite? Yes, it is neutral and appropriate in professional writing.
Professional? Yes, it is standard in business, legal, and academic English, though overuse can make writing feel repetitive .
Business-style example: “The policy states that all requests must be submitted by Friday. It further specifies the documentation required.”
“Professional writing values precision and variety in equal measure.”
Pros and Cons of Using “It States”
Pros:
- Clear and authoritative
- Widely understood in formal writing
- Neutral and objective
- Appropriate for legal and academic contexts
Cons:
- Overused in student and professional writing
- Can feel repetitive
- Limited nuance for indirect information
- May sound overly formal in casual contexts
Other Ways to Say “It States” (With Examples)
These alternatives will help you sound more fluent, confident, and natural in different situations. Use them according to tone, context, and audience to introduce information from sources with precision.
1. Phrase: It says
Meaning: A simple, direct way to report information.
Explanation: More casual than “it states.”
Example Sentence: “The email says the meeting has been moved to Thursday.”
Best Use: Informal summaries
Worst Use: Legal documents
Tone: Casual, direct, neutral
Context Variability: Works in casual and semi-formal contexts .
2. Phrase: It notes
Meaning: Draws attention to a specific point.
Explanation: Often used when the source highlights something important.
Example Sentence: “The report notes that sales increased by 15 percent.”
Best Use: Academic and professional writing
Worst Use: Quick texts
Tone: Professional, neutral, observant
Context Variability: Works in professional and academic contexts .
3. Phrase: It indicates
Meaning: Suggests or points to information.
Explanation: Useful when the information is implied rather than explicit.
Example Sentence: “The data indicates a shift in consumer behavior.”
Best Use: Analytical writing
Worst Use: Legal quotes
Tone: Analytical, formal, cautious
Context Variability: Ideal for academic and professional contexts .
4. Phrase: It explains
Meaning: Provides clarification or reasoning.
Explanation: Used when the source offers details or justification.
Example Sentence: “The manual explains how to reset the device.”
Best Use: Instructional texts
Worst Use: Simple factual statements
Tone: Informative, helpful, neutral
Context Variability: Works in professional and educational contexts .
5. Phrase: It declares
Meaning: Makes a formal or official statement.
Explanation: Stronger and more official than “states.”
Example Sentence: “The proclamation declares that the holiday will be observed nationwide.”
Best Use: Official documents
Worst Use: Casual summaries
Tone: Formal, official, emphatic
Context Variability: Ideal for legal and formal contexts .
6. Phrase: It asserts
Meaning: States something confidently or forcefully.
Explanation: Implies the source is making a strong claim.
Example Sentence: “The article asserts that the policy has failed.”
Best Use: Argumentative writing
Worst Use: Neutral reports
Tone: Confident, forceful, formal
Context Variability: Works in academic and professional contexts .
7. Phrase: It specifies
Meaning: States something precisely or in detail.
Explanation: Used when exact details are given.
Example Sentence: “The guidelines specify that applications must be submitted online.”
Best Use: Technical and legal writing
Worst Use: General summaries
Tone: Precise, formal, detailed
Context Variability: Ideal for professional and technical contexts .
8. Phrase: It documents
Meaning: Provides a written record of something.
Explanation: Emphasizes the source’s role as evidence.
Example Sentence: “The study documents the effects of the new curriculum.”
Best Use: Research writing
Worst Use: Casual chats
Tone: Formal, evidentiary, neutral
Context Variability: Works in academic and professional contexts .
9. Phrase: It reports
Meaning: Presents information from an investigation or observation.
Explanation: Common in news and research writing.
Example Sentence: “The audit reports several inconsistencies in the records.”
Best Use: News and research
Worst Use: Legal contracts
Tone: Neutral, factual, professional
Context Variability: Works in professional and academic contexts .
10. Phrase: According to the text
Meaning: Attributes information to a specific source.
Explanation: Shifts focus to the source itself.
Example Sentence: “According to the text, the protagonist leaves home at sunset.”
Best Use: Academic writing
Worst Use: Quick texts
Tone: Formal, academic, neutral
Context Variability: Ideal for academic contexts .
11. Phrase: The document specifies
Meaning: Points to exact details in a document.
Explanation: Formal and precise.
Example Sentence: “The document specifies the terms of the agreement.”
Best Use: Legal and business writing
Worst Use: Casual summaries
Tone: Formal, precise, authoritative
Context Variability: Ideal for professional contexts .
12. Phrase: The author states
Meaning: Attributes information to a specific writer.
Explanation: Common in literary analysis and citations.
Example Sentence: “The author states that education is the key to progress.”
Best Use: Academic essays
Worst Use: Business reports
Tone: Formal, academic, respectful
Context Variability: Ideal for academic contexts .
13. Phrase: The passage explains
Meaning: Focuses on a section of text providing clarification.
Explanation: Specific and academic.
Example Sentence: “The passage explains the causes of the conflict.”
Best Use: Reading responses
Worst Use: Legal documents
Tone: Academic, informative, neutral
Context Variability: Works in academic contexts .
14. Phrase: The evidence shows
Meaning: Presents information as proof.
Explanation: Strong and persuasive.
Example Sentence: “The evidence shows a clear pattern of behavior.”
Best Use: Analytical writing
Worst Use: Simple summaries
Tone: Persuasive, confident, formal
Context Variability: Works in academic and professional contexts .
15. Phrase: It reads
Meaning: Reports the exact wording of a text.
Explanation: Often used for signs, notices, and short passages.
Example Sentence: “The sign reads, ‘No entry after 6 p.m.'”
Best Use: Signs and notices
Worst Use: Long academic texts
Tone: Neutral, direct, factual
Context Variability: Works in casual and semi-formal contexts .
16. Phrase: It mentions
Meaning: Refers to something briefly.
Explanation: Suggests the information is secondary or passing.
Example Sentence: “The article mentions the issue but does not explore it in depth.”
Best Use: Summaries
Worst Use: Detailed analysis
Tone: Casual, neutral, brief
Context Variability: Works in casual and academic contexts .
17. Phrase: It outlines
Meaning: Provides a summary of main points.
Explanation: Useful for structured documents.
Example Sentence: “The proposal outlines the steps for implementation.”
Best Use: Business and academic writing
Worst Use: Quick texts
Tone: Professional, structured, clear
Context Variability: Works in professional contexts .
18. Phrase: It describes
Meaning: Provides details about something.
Explanation: Focuses on characteristics and features.
Example Sentence: “The manual describes the installation process in detail.”
Best Use: Technical writing
Worst Use: Legal quotes
Tone: Informative, neutral, detailed
Context Variability: Works in professional and technical contexts .
19. Phrase: It reveals
Meaning: Uncovers information that was not obvious.
Explanation: Suggests new or surprising insight.
Example Sentence: “The investigation reveals several overlooked risks.”
Best Use: Research and analysis
Worst Use: Simple facts
Tone: Analytical, revealing, formal
Context Variability: Works in academic and professional contexts .
20. Phrase: It emphasizes
Meaning: Draws special attention to something.
Explanation: Highlights importance.
Example Sentence: “The policy emphasizes the need for transparency.”
Best Use: Formal writing
Worst Use: Casual summaries
Tone: Formal, emphatic, serious
Context Variability: Works in professional and academic contexts .
21. Phrase: It suggests
Meaning: Offers a possible interpretation.
Explanation: Cautious and indirect.
Example Sentence: “The findings suggest a link between the two variables.”
Best Use: Research writing
Worst Use: Legal statements
Tone: Cautious, academic, neutral
Context Variability: Ideal for academic contexts .
22. Phrase: It clarifies
Meaning: Makes something easier to understand.
Explanation: Helpful and informative.
Example Sentence: “The footnote clarifies the meaning of the term.”
Best Use: Academic and technical writing
Worst Use: Quick texts
Tone: Helpful, formal, clear
Context Variability: Works in academic contexts.
23. Phrase: It points out
Meaning: Draws attention to a specific detail.
Explanation: Conversational and direct.
Example Sentence: “The review points out several flaws in the argument.”
Best Use: Reviews and critiques
Worst Use: Legal documents
Tone: Direct, conversational, neutral
Context Variability: Works in casual and semi-formal contexts.
24. Phrase: It highlights
Meaning: Emphasizes an important point.
Explanation: Stronger than “mentions.”
Example Sentence: “The summary highlights the key findings.”
Best Use: Summaries and reports
Worst Use: Quick replies
Tone: Professional, emphatic, clear
Context Variability: Works in professional contexts.
25. Phrase: It puts it
Meaning: A casual way to report phrasing.
Explanation: Very informal.
Example Sentence: “As the article puts it, ‘the system is broken.'”
Best Use: Casual summaries
Worst Use: Formal writing
Tone: Casual, conversational, informal
Context Variability: Best in casual contexts.
26. Phrase: It spells out
Meaning: Explains something in clear detail.
Explanation: Emphasizes clarity and specificity.
Example Sentence: “The contract spells out the penalties for late payment.”
Best Use: Legal and business writing
Worst Use: Quick texts
Tone: Clear, direct, informal
Context Variability: Works in professional and casual contexts.
27. Phrase: The text goes on to say
Meaning: Introduces additional information.
Explanation: Useful for longer passages.
Example Sentence: “The text goes on to say that the policy was revised in 2020.”
Best Use: Academic summaries
Worst Use: Short quotes
Tone: Academic, narrative, neutral
Context Variability: Works in academic contexts.
28. Phrase: It conveys
Meaning: Communicates a message or idea.
Explanation: Focuses on meaning rather than exact words.
Example Sentence: “The letter conveys a sense of urgency.”
Best Use: Literary analysis
Worst Use: Technical reports
Tone: Analytical, formal, interpretive
Context Variability: Works in academic contexts.
29. Phrase: It articulates
Meaning: Expresses something clearly and effectively.
Explanation: Formal and sophisticated.
Example Sentence: “The proposal articulates a clear vision for the future.”
Best Use: Formal writing
Worst Use: Casual summaries
Tone: Formal, articulate, professional
Context Variability: Ideal for professional and academic contexts.
30. Phrase: It confirms
Meaning: Verifies or supports a claim.
Explanation: Strong and reassuring.
Example Sentence: “The second study confirms the original findings.”
Best Use: Research writing
Worst Use: Legal quotes
Tone: Confident, supportive, formal
Context Variability: Works in academic and professional contexts.
“Variety in reporting verbs keeps your writing precise and readable.”
Mini Quiz / Self-Check
- Which phrase is best for a legal contract?
a) It says
b) It specifies
c) It puts it - Which phrase works best in a casual summary?
a) It declares
b) It says
c) It documents - You want to introduce a source in an academic essay. Which is best?
a) According to the text
b) It puts it
c) It spells out - Which phrase is most formal?
a) It asserts
b) It mentions
c) It says
Answers: 1-b, 2-b, 3-a, 4-a
Comparison Table: Top Alternatives
| Phrase | Tone | Best Use |
|---|---|---|
| It says | Casual, direct | Informal summaries |
| It notes | Professional, neutral | Academic and professional writing |
| It indicates | Analytical, formal | Analytical writing |
| It explains | Informative, helpful | Instructional texts |
| It declares | Formal, official | Official documents |
| It asserts | Confident, forceful | Argumentative writing |
| It specifies | Precise, formal | Technical and legal writing |
| According to the text | Formal, academic | Academic writing |
| The author states | Formal, academic | Literary analysis |
| It outlines | Professional, structured | Business and academic writing |
FAQs
1. What is another way to say “it states” formally?
Use “it specifies,” “it declares,” or “it documents” for a formal, precise tone .
2. Is “it says” a good alternative to “it states”?
Yes, “it says” is a simpler, more casual alternative suitable for informal writing and summaries .
3. Can I use “it indicates” instead of “it states”?
Yes, but “indicates” is better for implied or indirect information, while “states” is for explicit declarations .
4. What is the best alternative for academic writing?
“According to the text” or “the author states” are strong, clear choices for essays and research papers .
5. When should I avoid using “it states”?
Avoid overusing it in every sentence, and do not use it for information that is only implied rather than explicitly written.
Conclusion
Learning other ways to say “it states” gives you the flexibility to introduce sources with precision, variety, and the right tone for every context. Whether you need a formal alternative for a legal document or a casual phrase for a reading response, the right expression strengthens your writing and keeps your reader engaged.
Practice these alternatives daily and pay attention to tone awareness. The more you experiment with different reporting verbs, the more fluent and professional you will become.
CTA: Which phrase will you try first? Share your favorite in the comments below.
See also:
- Other Ways to Say “I Hope You Have a Good Day” (30+ Examples)
- Professional English Guide: How to Sound Confident at Work
Emma Writes is a passionate content writer at ResponsCraft.com, creating practical, well-researched articles that help readers make informed decisions. She enjoys turning complex topics into clear, engaging and easy-to-follow content.