There’s a fine line between being professional and coming across as robotic when it comes to emails.

The phrases we use can either help us build strong relationships or make us seem distant and, let’s be honest, a little boring.

Some email habits might unintentionally rub people the wrong way, even though we don’t mean for them to.

I’ve seen it happen, and maybe you have too. But no need to stress—I’m here to point out a few phrases you might want to reconsider if you want to keep your colleagues on your side.

Let’s dig into eight common email phrases that could use an upgrade. Trust me, your inbox will thank you.

1) “As per my last email…”

We’ve all been there. A miscommunication happens, an email gets overlooked, or someone simply forgets to reply.

It’s frustrating, no doubt. But resorting to the infamous “As per my last email…” can make you come off as passive-aggressive.

This phrase subtly implies that your colleague didn’t pay attention to your previous communication and it can put them on the defensive.

Not an ideal scenario if you want to maintain positive relationships at work.

Instead of using this phrase, try to give your colleague the benefit of the doubt. Maybe they overlooked something or were too swamped to respond.

A better approach might be to say something like “I’m just following up on the points from my previous email…” or “Would you like me to go over the details from my last email again?”

This way, you’re still addressing the issue at hand but in a more respectful and understanding manner. Everyone makes mistakes now and then. It’s how we handle those mistakes that truly define us.

2) “Just a quick note…”

I learned this lesson the hard way when I was just starting out in my career.

When I wanted to share a brief update or provide some quick information, I often started my emails with “Just a quick note…”.

I thought it was an efficient and friendly way to get straight to the point.

However, I soon realized that this phrase can come off as dismissive or unimportant. It can make the recipient feel like what you’re saying isn’t worth their full attention.

Once, I emailed my boss about an important update on a project we were working on. I started the email with “Just a quick note…”.

To my surprise, he didn’t respond and later in a meeting, he seemed unaware of the update.

Turns out, he had skimmed over the email and missed the crucial information because my use of “Just a quick note…” had made it seem less important.

Since then, I’ve made it a point to directly address the subject of my email without downplaying its importance.

I’ve noticed that people now take my communications more seriously and respond more promptly.

So, if you want to be well-liked and respected at work, consider saying goodbye to “Just a quick note…”. Trust me, your emails will pack a more powerful punch without it!

3) “I hope this email finds you well…”

How often do we start our emails with this phrase? It’s almost become an automatic reflex, especially in formal communications.

However, it can come off as insincere and impersonal, particularly if you don’t know the recipient well.

Instead, try personalizing your greeting based on your relationship with the recipient.

A simple “Hello [Name]” is usually a safe bet. If you know the person well, a friendly “Hi [Name]” can make the email feel more personal and warm.

People like to feel seen and appreciated. A personalized greeting can go a long way in establishing positive relationships at work.

4) “Sorry for the delay…”

We’re all guilty of using this one. When we reply to an email later than intended, we feel compelled to apologize for the delay.

But here’s the thing, according to psychologists, constantly apologizing can make you seem less confident and competent.

Of course, there are instances where an apology is necessary, particularly if your delay has caused inconvenience or disruption.

However, for the most part, a simple acknowledgement that you’ve taken some time to respond should suffice.

Instead of starting your email with an apology, you could say something like “Thank you for your patience,” or “I appreciate your understanding as I took some time to gather all the necessary information.”

This way, you acknowledge the delay without undermining your own credibility.

It’s a small change, but it can make a big difference in how you’re perceived at work.

5) “This may be a stupid question…”

How many times have we doubted ourselves before asking a question?

We worry about sounding foolish or uninformed. But in reality, there’s no such thing as a stupid question.

By prefacing your question with this phrase, you are not only undermining your own confidence but also subtly encouraging others to devalue your queries. Everyone, at some point, didn’t know what they now know.

Instead, embrace curiosity and a willingness to learn.

If you’re unsure about something, simply say, “I’d like to understand more about…” or “Could you help me clarify…”.

Creating an environment where everyone feels comfortable asking questions fosters growth, collaboration, and respect – qualities that will definitely make you well-liked at work. 

6) “I think…”

Early in my career, I had a habit of starting my sentences with “I think…”. It was a way for me to feel less assertive and to avoid potential conflict.

Over time, I noticed that people weren’t taking my ideas or suggestions seriously.

It wasn’t until a mentor pointed it out that I realized how this phrase was undermining my authority and credibility.

By saying “I think…”, I was communicating uncertainty and lack of confidence in my own ideas. From then on, I made a conscious effort to state my thoughts and ideas more directly.

Instead of saying “I think we should…”, I started saying “Let’s consider…” or “How about we…”.

The change was noticeable. My colleagues began to respect my input more and my ideas were taken seriously. It was a small shift in language, but it made a big difference in my professional interactions.

So, if you want to be well-liked at work, consider dropping “I think…” from your email vocabulary.

Your confidence will shine through, and your colleagues will appreciate your clear communication.

7) “To be honest…”

This is a phrase we often use to preface a candid or potentially uncomfortable statement.

But think about it, doesn’t this imply that you’re not usually honest? It can create doubt in the recipient’s mind about your sincerity.

Also, “to be honest” can sometimes come off as confrontational or negative, especially when followed by criticism or negative feedback.

Instead, try being direct and respectful in your communication without using this phrase.

For example, instead of saying “To be honest, I didn’t like your presentation,” you could say “I have some suggestions for improving your presentation.”

This way, you are not only being honest but also constructive and helpful. It’s a win-win situation that can significantly enhance your likability at work.

8) “FYI…”

This is a common phrase used to share information that the recipient needs to know but doesn’t require any action on their part.

However, “FYI” can sometimes come off as impersonal or even dismissive.

Instead, consider using phrases like “I thought you might find this interesting…” or “Here’s some information you might find useful…”.

This not only makes your email sound more personalized but also shows the recipient that you value their time and interest in the information.

Using respectful and considerate language in your emails can significantly enhance your relationships at work.

Communication is key in any professional setting. So, be mindful of your words and make every email count!

Final thoughts: It’s all about communication

At the heart of being well-liked in the workplace is how you communicate, and email plays a huge role in that.

The words we choose can either build connections or create distance.

Since emails lack the non-verbal cues we rely on in face-to-face conversations, it’s easy for messages to be misinterpreted.

That’s why being thoughtful with the phrases we use is so important.

By leaving behind these eight overused phrases, you’re not only making your emails clearer—you’re also setting the stage for more positive and engaging interactions.

Every message is an opportunity to foster a better relationship with your team, so choose your words with care.