Seven common email phrases that are making you sound passive
Email has become the backbone of professional communication today. However, unlike in-person conversations, emails strip away the nuances of tone and body language, leaving room for misinterpretation.
Professionals often unknowingly use phrases that can make them sound uncertain or passive – undermining their message before it even lands. These subtle language choices, while seemingly insignificant, can erode the confidence and authority you’d like to project, turning an otherwise strong point into something that feels weak.
Using language to command attention and leave a lasting impact is a powerful skill to hone. It’s important to recognize and reframe any phrases that may be working against you and damaging your professional relationships in the long run.
Seven common passive email phrases to avoid
David Garcia, co-founder and CEO of ScoutLogic, reveals the phrases to avoid when composing your next message to elevate your email game and make sure your message is received the way you want it to be.
1) I’m just writing to…
Confident alternative: I’m reaching out to… or I want to update you on…
Why? The word just minimizes the impact of your message. Removing it is a quick way to make your statement clearer and more direct.
When we phrase things too tentatively, we make our message seem less urgent or important. A confident approach conveys information, but also inspires action.
2) Sorry for bothering you…
Confident alternative: I appreciate your time… or I know you’re busy, so I’ll be brief…
Why? Apologizing unnecessarily makes you sound like an inconvenience, which also undermines the importance of the issue you are raising. Instead, acknowledge their time respectfully before you state your purpose.
3) I think we should…
Confident alternative: We should… or I recommend…
Why? Saying I think weakens your suggestion and implies uncertainty. State your recommendation directly to sound more assertive.
4) Would it be possible to…?
Confident alternative: Can you…? or Please let me know if you can…
Why? Would it be possible comes off as tentative.
Even though your intentions might be good, niceties may end up frustrating people more than they ease. By getting straight to the point, you build trust. People know they can rely on you to be respectful of their time and offer something worthy of their attention.
5) I just wanted to follow up on…
Confident alternative: I’m following up on…
Why? Just and wanted to both make your message sound hesitant and wordy.
6) If you have any questions, please feel free to ask
Confident alternative: Let me know if you have any questions.
Why? Please feel free sounds overly accommodating. A direct approach is more authoritative.
7) Hopefully, this makes sense
Confident alternative: Let me know if you need clarification.
Why? Hopefully also suggests uncertainty. The confident alternative invites discussion without self-doubt.
Over-apologizing or under-asserting yourself can unintentionally send a message of insecurity, which determines how seriously people take you.
Email email communication is a delicate art
Effective email communication is a delicate art, where every word can hold weight in shaping how your message is received. Striking the right balance between clarity, professionalism, and confidence is not necessarily difficult to do. With just a few adjustments in how you phrase things, you can transform a passive message into one that asserts authority while maintaining respect.
By swapping out weak wording for confident language, you’re not just making your message clearer – you’re signaling that you know your stuff and you mean business. Powerful and clear communication is an asset you will carry throughout your professional journey, online and in-person.
ScoutLogic is a bulk background check service in the United States. They primarily work with recruiters and HR teams to conduct bulk background screening at a large scale (think hospitals, banking, universities, etc.
ScoutLogic provides a full suite of background checks, including criminal background investigations, education/employment verification and reference checking, and drug testing, to perform FCRA-compliant background checks.
