Writing work emails can be a black art. There are things that seem innocent but inadvertently come off as inconsiderate or unprofessional. Our tone should be just right to keep good workplace relations. Here are 12 words not to use in work emails & what to replace them with so you can communicate professionally.
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“Per My Last Email…”
This expression might sound passive-aggressive — like you’re angry that somebody did not reply or open your earlier email. Better to say a little less forcefully — like, “Just following up on my previous email…” That way, you don’t yell at them.
“As Soon As Possible”
While this sounds like a pretty self-evident request, “as soon as possible” doesn’t really convey urgency; it irritates the recipient because they don’t know exactly when you need it to come out. Rather, give them a time frame: “Could you please complete this by Friday?” That way, they know exactly what you expect.
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“I’ll Try”
Saying “I’ll try” can sound unsure & make your commitment appear weak. Instead, be confident & reliable by saying, “I’ll make sure this gets done.” It lets the reader know that you will finish the job.
“I Don’t Have Time for This”
Even if you’re busy, you sound rude & dismissive when you say this. Better is to tell them straight-forward but politely: “I have a lot of other stuff on my plate right now, but I’ll come back after [time].” Respect their request & explain your situation.
“To Be Honest…”
To begin a sentence with “to be honest” is a way to say you’ve never been honest in the past, so that could raise doubts. Just say what you have to say without extra qualifiers.
“No Offense, But…”
This phrase usually comes before something offensive. If you have to provide criticism, just do it directly & professionally, like, “I think there is a better way to do this…”.
“This is Not My Job”
Well, maybe it is true, but if you say that, you will sound like you’re not a cooperative person. Better to make it more positive, like, “I’ll see who the right fit is for this,” or that you would recommend someone else who is a better fit.
“Thanks in Advance”
Although it sounds nice, this expression sounds arrogant, as if you’re just telling someone to say “yes” with no argument. A more respectful way to thank them is to say, “Thank you for considering this,” or Just thank them when they’re done with the task.
“Please Advise”
“Please advise” is sudden & the receiver doesn’t quite understand what you are asking. Tell them more specifically what you need (like, “Please tell me how to proceed?”). This will make your request more concrete.
“Sorry for the Inconvenience”
Although a nice phrase, this expression is too clichéd & insincere. If something went wrong or got in the way, a more sincere apology is preferable. It shows that you really do care about the person being affected.
“Let’s Circle Back On This”
This term is not precise, which means people are unclear about what you mean & when to expect follow-up. Instead, say something more specific, such as, “Can we talk again at [date/time]?” This indicates when you want to proceed.
“I Hope This Makes Sense”
While it sounds like you’re looking for clarity, this phrase sounds vague. Rather, say, “Let me know if you have any questions,” to create an opening for a dialogue of clarification without further uncertainty.
Disclaimer: This list is solely the author’s opinion based on research and publicly available information.
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