Phrases to Avoid in Professional Email
We have earlier discussed the phrases you should avoid at the workplace.
Now, we are here again to discuss some phrases you should avoid in your professional email.
Even today, most of the day-to-day work-related communication happens through emails. Be it sending an email to an important client, boss, or even your co-worker. As it is a professional email, you need to make sure that you use the right choice of words.
You should form the email in such a manner that it reflects your professionalism. So, before hitting the send button, make sure you check your email for these words and use the best ones!
1) Avoid writing, “Hey/Hi.”
Why?
Because it sounds unprofessional!
The other person is not your friend or your neighbor.
Instead, write:
“Hello ————- ( reader’s name)”
P.S. Never greet with good morning/ good evening; because you don’t know at what time the reader will open their mail!
2) Avoid writing, “As I mentioned before…”
Why?
A person might go through several emails a day, so they might not remember your email. It might make them feel that they lack attention.
Instead:
Mention the details again. This will help the reader recall your mail.
3) Avoid writing, “Okay/ Noted.”
Why?
The reader might feel unacknowledged.
Instead, write:
“Thank you ——— (name), I will make the changes.”
“Okay ——— (name), your concerns will be looked into.”
4) Avoid writing, “I am the [your job title] of the company.”
Why?
Beginning your email by mentioning your job title might look domineering and self-imposing to the reader.
Instead:
Mention your job title in the email signature at the end.
5) Avoid writing, “Don’t hesitate to contact me.”
Why?
Being too formal can also make you look artificial!
Instead, write:
“Have a query or suggestion? Contact us.”
6) Avoid writing, “Sincerely Yours.”
Why?
This is a very formal phrase to end your email. It has become obsolete nowadays.
Instead, end your email with:
‘Warm Regards’, ‘Thanks & Regards, or simply ‘Thanks’.
7) Avoid writing, “I don’t know.”
Why?
Writing I don’t know is perhaps the easiest way to show unprofessionalism.
Instead, write:
‘Let me get into the details of the situation/issue before I can provide you with a solution.’
8) Avoid writing, “The problem is…”
Why?
It sets a negative tone for the email. Even if there’s a problem at hand, projecting it as a problem makes it sound as if there’s no solution.
Instead, portray the situation as a challenge with a likely solution.
Example:
Don’t write: “There is a problem with the application.”
Write: “Our team is working towards upgrading the application.”
9) Avoid writing, “Thanks in advance”
Why?
It shows that you are really in need of the favour and can’t accept a no.
Instead, write:
“Thanks for considering my request.” OR
“Thanks for your attention. I’m looking forward to your reply.”
10) Avoid writing, “Please give me advice.”
Why?
It can come across as redundant, stuffy, or passive-aggressive.
Instead, write:
“Can you give me your thoughts, answers, or input?
Take-away message:
Avoid these words in your email messages and you’ll see that it will help you in getting a positive response and leave a good impression on the receiver.
After all:
“Every email is a customer survey of your target market, by testing they vote on what resonates best with them.”
Stay Awesome. Stay Productive.
– Divas Gupta