In the age of digital communication, your email’s first impression is just as important as a firm handshake once was. However, it’s easy to fall into the trap of using overused and uninspired phrases, dulling the impact of your messages. To help you revitalize your email etiquette, we’ve compiled a list of 8 overused email phrases that are due for retirement. By eliminating these, you can enhance the clarity and connection in your professional correspondence.
“I hope this email finds you well” Time for a New Opening
Greetings in emails are crucial, but the phrase “I hope this email finds you well” comes across as trite and insincere after making its rounds in countless inboxes. Instead, try a personalized approach such as “I hope you enjoyed your recent holiday” or “I trust your week has been productive.” These alternatives show you’ve put thought into your message and value the recipient’s individual experiences.
“Just following up…” Alternatives to a Common Follow-Up
When you’re checking in after a previous message, the phrase “just following up” can make it seem like an afterthought. A more proactive approach could be, “I wanted to check in on the progress of XYZ” or “I wanted to ensure you saw my last message regarding XYZ.” Contextualizing your follow-up demonstrates your continued interest in the matter at hand.
“Per my last email…” Avoiding Repetitive Reminders
While “per my last email” is an attempt to direct a recipient back to a previous point, it may read as condescending. Instead, you could summarize the previous email’s critical point or steer the conversation forward with, “To reiterate the main takeaway ” or “To build on what was discussed previously ”. This fosters a collaborative tone rather than a confrontational one.
“Sorry for the delayed response…” Crafting Timely Replies
Admitting to a slow reply can be necessary, but the phrase “sorry for the delayed response” focuses on the delay rather than moving forward. Take a positive spin with, “Thank you for your patience,” or directly address the email’s content without apologizing to maintain professionalism and forward momentum.
“To be honest…” Fostering Sincerity Without Clichés
“To be honest” might preface a frank statement, but it can inadvertently imply that your other statements were not honest. To avoid this, speak plainly without the qualifier; your honesty should come through naturally. If you need to express transparency, phrases like “Let me be clear” or “I would like to openly discuss” can be effective.
“I just wanted to touch base…” Finding Fresh Ways to Reconnect
Rekindling communication is more impactful when your intent is clear. “Touching base” is vague, so replace it with your actual reason for reaching out. Use phrases such as “I’m reaching out to discuss our next steps” or “Let’s review the progress on XYZ” to set a more purposeful tone.
“Please advise” Seeking Guidance More Effectively
Ending an email with “please advise” can seem abrupt and unrefined. Try to ask questions directly or elucidate the guidance you’re seeking. An alternative could be, “Could you provide your insights on the matter?” or “I value your opinion on this subject. Could you share your thoughts?” This conveys respect and encourages a meaningful response.
“As previously stated…” Streamlining Your Message
Reiteration is sometimes necessary, but “as previously stated” may annoy the recipient. It helps to refer back without seeming repetitive. Try “To clarify our earlier discussion…” or “Building upon our last conversation…” These phrases signal a summary without sounding dismissive of the ongoing dialogue.
By phasing out these worn-out phrases, your emails will breathe new life and sincerity. It’s about communicating efficiently while building professional relationships that stand the test of time. Remember, the goal isn’t to impress with jargon or clichés, but to connect genuinely and effectively. Your emails are a reflection of your professional persona; ensure they’re as dynamic and considerate as you are.
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