What’s in an email? More than you might expect…
14 Mar 2023
How do you communicate at work?
If it’s largely by email, you might want to watch your Ps and Qs.
A new survey has revealed the top ten passive-aggressive phrases which people find most irritating in emails.
The survey was conducted in America by a company called tollfreeforwarding.com – but the list of phrases is sure to ring a bell this side of the ocean.
So, if you want to stay the rights side of staff, colleagues, managers and clients, try not to use any of the following:
- “Please advise”
- “Kind regards”
- “Friendly reminder”
- “I look forward to hearing from you”
- “Pay attention”
- “Make sure”
- “Per our conversation”
- “Future reference”
- “ccing”
- “Going forward”
And whilst those were the phrases in the top ten, there are plenty of others which people routinely use and which can send a shiver down the spine of those reading them. Here are a few examples:
Regards
‘Regards’ is a common way to end a business email, but it can come across as impersonal or even insincere. Instead, try using a more personalized closing, such as “Best wishes” or “Thank you for your time.”
Just following up
This phrase is often used to remind someone about a previous email or request. However, it can come across as pushy or irritating. Instead, try using a more direct approach, such as “I wanted to check if you had any updates on the project we discussed.”
To whom it may concern
Bit formal isn’t it? Instead, try using a more personalized greeting, such as “Dear [first name]”.
To be honest
Again, this can often sound insincere or even offensive, implying that you haven’t been truthful in the past. Instead, try using more positive language, such as “I wanted to share my thoughts on the new strategy.”
Urgent
If you want to sound demanding or even manipulative then this is the word for you. Instead, try using a more neutral tone and providing more context, such as “I wanted to bring this matter to your attention as soon as possible.”
Kindly
This might sound polite, but it can come across as old-fashioned or even condescending. Instead, try using more direct language, such as “Can you please provide an update on the project by Friday?”
FYI
FYI, which stands for “for your information,” is often used to convey information without requesting a response. That’s all well and good, but it can also come across as dismissive or even rude. Instead, try using a more collaborative approach, such as “I wanted to share this report with you and get your thoughts on the new findings.”
Using the right language and tone in your business emails is crucial for effective communication. By avoiding these most hated words in business emails, you can build better relationships with your colleagues and clients and achieve your goals more efficiently. Remember to be clear, concise, and professional, and to always show respect and courtesy to the people you’re communicating with. With these tips in mind, you’ll be well on your way to writing great business emails that get results.
