20 Email Phrases That Drive Everyone Crazy (and What to Use Instead)

The phrase ‘To be honest’ can sometimes precede personal opinions that might be better left unsaid in professional emails. It suggests that the sender is about to share something candid, potentially at the risk of sounding blunt or inappropriate. While honesty is generally appreciated, it’s important to balance it with tact, especially in written communication where tone can be misinterpreted. A more effective approach might be to state facts and provide constructive feedback without the preamble that might alarm the recipient.

‘Just a friendly reminder’ often sounds more patronizing than genuinely friendly, coming across as a subtle nudge or disguised demand. This phrase can irritate the recipient, especially if the reminder pertains to an obligation they are already aware of or actively managing. A more effective communication strategy involves mentioning specific details about the task or agreement, providing helpful context rather than merely issuing a reminder. For instance, highlighting a deadline or a mutually agreed upon timeline may prove more beneficial and less bothersome.

Using the phrase ‘Not sure if you saw my last email’ can imply that the recipient is either ignoring the sender or is too disorganized to keep track of their emails. This expression may come off as passive-aggressive and could put the recipient on the defensive. It is generally more productive to give the recipient the benefit of the doubt and simply restate the essential points or information needed. A more positive approach would be to express a willingness to assist or provide additional information that might capture their attention.

‘With all due respect’ is frequently used as a preamble to a disagreeable or critical statement, and it seldom mitigates the impact. This expression is often seen as a courteous way to preface criticism, but it typically achieves the opposite, escalating tensions. Rather than relying on this qualifier, it is more effective to deliver feedback constructively and respectfully. Emphasizing the issue instead of the individual helps preserve professionalism and encourages a more productive conversation.

‘Please advise’ is a phrase often seen at the end of emails. It can come across as vague and overly formal, potentially giving the impression that the sender is shifting responsibility onto the recipient. This can be frustrating for the recipient, particularly if the email lacks enough information to elicit a meaningful response. Instead, it’s more effective to ask specific questions or request particular forms of assistance. This approach guides the recipient on how to reply effectively. For instance, specifying what decision or detail is needed can enable the recipient to provide the desired advice or information.

The phrase ‘As per my last email’ is often used to reference previous communication and can come off as passive-aggressive. It implies that the recipient may have overlooked or ignored earlier messages, which can create an uncomfortable tone. This phrase is usually employed in a context where the sender is frustrated with repeated clarification or ignored requests. To maintain a friendly and professional tone, it’s better to restate the information politely or simply highlight the previous email as a reference.

Asking someone to ‘Please confirm receipt’ may suggest distrust or imply that the recipient often overlooks emails. This phrase can become annoying, especially if used frequently or in situations where confirmation isn’t usually required. Utilizing read receipts or other tracking tools can be more effective if verifying email receipt is vital. Alternatively, embedding a call to action or posing a question that naturally warrants a response can ensure the email was received without the need for explicit confirmation.

The greeting ‘I hope this email finds you well’ is so commonly used in professional emails that it has become somewhat meaningless. This phrase is often viewed as a superficial pleasantry rather than a genuine expression of concern. To make an email more personable and engaging, it might be better to reference a specific event or shared interest if known. For instance, mentioning a recent conference or mutual connection can personalize the message and create a warmer, more relevant opening.

‘Thanks in advance’ is a phrase commonly used to express gratitude before the recipient has agreed to help or comply. However, it can come across as presumptuous and may pressure the recipient into agreeing to a request they are not comfortable with. It is more appropriate to express gratitude after the assistance has been provided, as this genuinely acknowledges the effort. A simple ‘thank you’ after the fact is more likely to encourage positive relations and future cooperation.

‘I apologize for any inconvenience’ is a standard phrase used to express regret in emails, but it often comes across as generic and insincere. This expression might be employed to preempt criticism or avoid taking full responsibility for a mistake. A more sincere and effective apology involves acknowledging specific errors and offering tangible solutions or steps to prevent similar issues in the future. This approach not only conveys genuine remorse but also shows a commitment to making things right.

‘Thought I’d reach out’ is a common way to start a conversation, but it can come off as clichéd and insincere if there is no clear purpose or specific intent. This phrase often feels like filler, used to pad out an email when the real reason for reaching out is something else. To communicate more effectively, it’s better to be direct about the purpose of your message from the beginning. This straightforward approach respects the recipient’s time and clarifies the sender’s intentions, making meaningful engagement easier.

The phrase ‘Sorry for the double email’ is commonly used in follow-up or corrective emails, but it often serves as an unnecessary apology that clutters the recipient’s inbox. While acknowledging a mistake or additional message is polite, overusing this phrase can reduce its impact. To prevent redundancy, it’s recommended to limit the frequency of follow-up emails and ensure that all essential information is included in the original message. If a second email is genuinely necessary, consider presenting it as delivering additional value or clarification rather than simply issuing an apology.

The phrase ‘I’ll let you take it from here’ often suggests that the sender is offloading a responsibility or an incomplete task onto the recipient. This can leave the recipient feeling overwhelmed or unfairly burdened. It is generally more collaborative to offer support or assistance, or to inquire how you can help advance the project together. Framing the transition as a joint effort can promote better teamwork and minimize feelings of imposition.

‘I’m forwarding this to you’ can leave the recipient wondering why they are receiving the email and what is expected of them. This phrase can make it seem like the sender is simply offloading their responsibilities. It is more courteous and effective to provide a clear reason for the forwarding, detailing what the recipient needs to know or do next. Adding a brief explanation or context can help the recipient understand the importance of the email and any actions they need to take.

‘Per our conversation’ is often utilized to remind the recipient of prior verbal agreements or discussions. While it can serve as a helpful reminder, it may also come across as forceful, potentially making the recipient feel pressured into agreeing to something that was discussed informally. A more effective approach would be to summarize the main points of the conversation and confirm mutual understanding and agreement in a follow-up email. This strategy promotes clarity and ensures that both parties are on the same page without appearing coercive.

‘Just following up’ is a common phrase used to remind someone of a previous interaction or a pending task. However, when it is overused, it can give the impression that the sender is nagging. This phrase can often come across as pushy, particularly if the follow-up is either premature or too frequent. To prevent appearing impatient, it is advisable to wait a reasonable amount of time before sending a reminder. Another effective approach is to set a specific follow-up date during the initial communication, which can help to eliminate the need for such reminders.

‘Kindly’ is a word that, although meant to soften requests, can sometimes sound patronizing or overly formal, especially if used excessively. This term may make emails appear as if the sender is talking down to the recipient. It’s generally more straightforward and friendly to make requests clear and polite without this qualifier. For instance, saying ‘Please send me the report by tomorrow’ directly communicates the need without a condescending tone.

The question ‘Did you get a chance to…?’ is often used to check on the progress of a task, but it can carry an unintended implication that the person being asked is delaying or neglecting their responsibilities. This can add undue pressure, particularly if they are already dealing with a significant workload. A more thoughtful method would be to ask if they need any help with the task or to offer a gentle reminder about the deadline. This demonstrates support and understanding, which can be encouraging rather than anxiety-inducing.

‘No offense, but’ often signals an incoming statement that might be offensive, despite the disclaimer. This phrase can instantly make the listener defensive, creating an unproductive atmosphere. To communicate more effectively, it is better to avoid introducing feedback or opinions in a manner that anticipates or justifies rudeness. Instead, aim to be constructively direct, delivering criticism in a respectful and considerate way.

The phrase ‘Touch base’ is often used in business settings, yet it can be perplexing for non-native English speakers or individuals not acquainted with American baseball idioms. At its core, it means to make contact or check in with someone. However, it can come across as too casual or imprecise. To enhance clarity, try using more direct language such as ‘Let’s schedule a call’ or ‘I will follow up with updates by next week.’ Using clear and straightforward language helps prevent misunderstandings and sets explicit expectations for future communications.

Enhancing email communication goes beyond merely avoiding specific phrases; it involves a mindful approach to message delivery. By substituting annoying phrases with clear, respectful language, we can improve the clarity and impact of our communications. The goal is to promote positive interactions that strengthen relationships rather than weaken them. Understanding how our words may be perceived aids us in becoming better communicators who respect our recipients’ time and viewpoints. In the end, thoughtful communication enhances our professional image and fosters more productive and harmonious workplace environments.