Since communication is an essential part of running any business, firm grasp of the appropriate word choice and tone is crucial. If not, you’ll inadvertently come across as insensitive or insincere.
On average, professionals receive 121 emails daily. For business leaders, this number can go even higher.
Hence, to avoid confusion and misunderstanding in your workplace, it pays to build a positive relationship through sincere, authentic communication.
Not sure what to say? You can start by avoiding these four annoying phrases that sound fake, unprofessional, and rather passive-aggressive:
“Per our conversation”
You can bet that almost everyone has used this phrase way too often.
As a result, it became overly formal and even borderline litigious. Hence, unless you want to document an email that will be used for a legal purpose, stop using this phrase.
The same goes for “as discussed” or anything that uses the word “per.”
But what if you really need to refer to a previous discussion? You can try something like, “It was nice speaking with you earlier. Here’s the document I promised you. Please take a look.”
This way, your email sounds more sincere and natural, while providing more information about what you’re referring to.
“I hope this email finds you well”
While the phrase can be sincere, it only applies to those you’ve already established a working relationship with.
You can also use this if you haven’t been in recent contact with the recipient. And if you genuinely want to check on how they’re doing after your last interaction.
However, avoid using this phrase if you’ve just met or worse, if you don’t know the recipient at all. It will comes off as less sincere since you have yet to establish any rapport with them.
“Not sure if you saw my previous email”
Following up on emails can be tricky. Some messages end up in the spam folder, while others are simply overlooked. Hence, you may have to reach out for updates on occasion.
Take note though, that this phrase is so commonly used that 25 per cent of professionals find it the most annoying. And don’t think about using “per my last email” either since it’s the second on this list.
Instead, be clear and say that you’re following up.
Make your email short and direct. You can also include a clear question to let the recipient save face, especially if it’s really urgent.
For instance, if you’re following up on content feedback, you can say something like, “Do you have any feedback on that blog article? If I don’t hear from you by next week, I’ll assume that everything’s good. Thank you very much.”
This leaves things on a positive note and doesn’t shame or pressure either party.
“Warmly” or “Kind Regards”
Let’s be honest, auto-generated closing salutations are tempting, especially when we’re in a rush.
While it helps you send emails faster, it also leaves your messages sounding impersonal.
Your sign-off should reflect your relationship with the receiver, as well as the nature of your message.
Think about it. You can’t use “Warmly” to close an email if you’ve had a heated exchange. Neither can you sign off with “Thanks” if you’re the one doing someone else a favour.
Instead, customise your closing salutation according to your email’s context. If you’re the one making a request, sign off with “Thanks.” And if you’re just sharing an update for the next meeting, just say “Talk soon.”
Remote Staff has been helping Australian SMEs and entrepreneurs like you find and hire talented remote workers from the Philippines for more than a decade and counting. We also provide training and onboarding to help you cultivate a smooth working relationship with everyone on the team – whether you prefer to communicate via email or otherwise.
Call us today or schedule a call back and let’s get started.
Serena has been working remotely and writing content for the better part of the last decade. To date, she's written for Pepper.ph and Mabuhay Magazine, among others, and has churned out more than a thousand articles on everything from The Basics of Stock Market Investing to How to Make Milk Tea-Flavored Taho at home.
