When writing a business email, word choice matters more than most people realize. A few casual phrases can unintentionally make your message sound unprofessional, unclear, or even dismissive.
Here are 8 common expressions you should avoid in business emails—and what to use instead.
“Hey!”
While friendly, “hey” is very informal and can feel inappropriate in professional settings, especially with clients or external partners.
Instead, use “Hello,” or “Dear [Name],” to signal respect and professionalism.
“Just checking in…”
This phrase is vague and doesn’t explain what you’re actually following up on. It can leave the recipient unsure how to respond.
Try being specific, such as:
“I’m following up on the proposal we discussed last week.”
“Sorry for the confusion.”
This can sound defensive and may imply the misunderstanding was the other person’s fault.
A more professional alternative is:
“Thank you for your patience while we clarify the details.”
“Thanks in advance!”
While meant to be polite, this phrase can feel presumptive, as if a response is expected rather than requested.
Instead, make the request first and say “Thank you for your help” afterward.
“No worries!”
This casual phrase can minimize issues that may be important to the recipient.
A better option is acknowledging the situation directly, such as:
“Thank you for letting me know—we’re addressing it now.”
“I hope this email finds you well.”
This greeting is widely used but often feels generic.
When appropriate, consider starting with your main point or using a brief, personalized opener.
“Best wishes.”
This sign-off can feel too informal for business communication, especially with senior contacts or clients.
More professional alternatives include “Sincerely,” or “Kind regards.”
“At your earliest convenience.”
This phrase can unintentionally add pressure while offering no clear timeline.
A clearer option is:
“Could you share your feedback by Friday?”
Clear, respectful language helps your emails get faster responses—and leaves a stronger professional impression.
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