I still remember the time I spent nearly half an hour crafting what I thought was the “perfect” work email. I checked my greeting, tweaked the sign-off, and even debated whether I should include an emoji (I didn’t). 

Yet two days later, I found out the tone of my email had rubbed a colleague the wrong way. She thought I was being sarcastic, while I was simply trying to be concise. 

That moment made me realize how easy it is for small email habits to create big misunderstandings. Many of us depend on email to stay connected and productive, yet little blind spots can create tension we never see coming.

With this mind, I want to highlight four email habits that might be quietly damaging your work relationships. These habits often come from a good place or even simple oversight. But done too often, they can cause friction or, worse, make your coworkers dread seeing your name in their inbox.

Let’s get into ‘em. 

1) Using dreaded clichés and follow-up phrases too often

According to a survey by Perkbox, “Just looping in…” tops the list of most annoying email clichés, with 37% of respondents saying they can’t stand that phrase. Other offenders like “As per my last email” and “Any updates on this?” also make people bristle. 

Surprised? I was.  

We might think we’re just being direct, but it seems these phrases can come across as passive-aggressive if used frequently.

A different study shared by The Ladders found that 25% of Americans call “Not sure if you saw my last email…” the absolute worst. 

Now, this one is a pet peeve of mine. I understand the urge to follow up—especially if you’re waiting on critical info—but if you do it too much, you risk sounding impatient. Sometimes the best next step is to pick up the phone or walk over to someone’s desk.

2) Neglecting basic greetings (or picking the wrong ones)

One of the quickest ways to alienate a colleague is by jumping straight into your request without so much as a hello. 

In the Perkbox survey, 53% of people said having no greeting at all is the worst way to start an email. Let that sink in: more than half of employees surveyed hate it when we skip a simple “Hi.”

On the other end of the spectrum, using overly casual greetings like “Hey” or dated openings like “To whom it may concern” can also be off-putting. It might not spark immediate dislike, but it can create a sense of emotional distance or even unprofessionalism. 

According tot he research, a simple “Hi ,” or “Good morning ,” is enough to establish respect and warmth.

3) Overdoing exclamation marks, caps, and other eye-twitching quirks

Have you ever opened an email and felt like the person was yelling at you? ALL CAPS, multiple exclamation marks!!!!, or bright red text can make anyone cringe. 

According to the research, using capital letters for entire words or sentences ranks as one of the biggest email faux pas, with 67% of respondents labeling it a major annoyance. It makes sense; it’s easy to read caps lock as aggression, even if that’s not the intention.

Excessive punctuation also tests people’s patience. While an exclamation mark here or there can convey enthusiasm, it’s best to keep them sparse. A shocking   of survey participants feel that exclamation points are never acceptable in work emails, and 48% say using just one is fine. 

I’m on board with a moderate approach: it’s okay to show a little excitement, but three exclamation marks in one sentence can feel overwhelming.

To sum up, if our writing is too loud or too busy, colleagues might miss the actual point we’re trying to make. When in doubt, let your words convey the tone, not the punctuation.

4) Throwing in those dreaded sign-offs—or no sign-off at all

In case you didn’t know, the final words of your message leave a lasting impression. 

Sign-offs like “Love,” “Warmly,” or “Cheers” might work in personal emails, but they often rub professionals the wrong way. Perkbox found that “Love” is considered the worst possible email sign-off (57% hate it), with “Warmly” close behind (31%). Meanwhile, 44% say ending an email with no sign-off at all is a big turn-off.

Look, there’s no universal rule for signing off every email. But it’s wise to steer clear of overly personal closings or something that feels too casual for the context. If you’re unsure, “Kind regards,” “Thanks,” or “Regards” are safe bets. Yes, they sound a bit formal, but they’re typically seen as respectful and neutral.

Before we finish this section, let’s bullet out a few parting do’s and don’ts for sign-offs:

• Do keep it consistent with your brand or role—if you’re typically warm and friendly, “Thanks so much” could work.
• Do consider the tone of your entire message. A playful sign-off might clash with a serious email.
• Don’t skip a sign-off completely. A quick closing line is a sign of courtesy.
• Don’t overuse emoticons or emojis at the end. They can seem out of place at work.
• Don’t forget to proofread your name or details in your signature. Typos here can look careless.

Final thoughts

Email is one of the most powerful tools we have at work, yet it’s also where misunderstandings can snowball. Each habit may seem harmless on its own—until it becomes part of our daily routine and starts driving our colleagues up the wall. 

A little self-awareness goes a long way.

If you see yourself in any of these habits, don’t panic. We’re all learning how to communicate more effectively. The point is to catch these behaviors, reflect on why you might be doing them, and start making mindful changes. 

When you pause before typing “Just looping in…” or sending one more exclamation point, you’re doing more than polishing your communication style. You’re quietly showing your team that you respect their time and feelings. 

And that shift can create a ripple effect of positivity in your work relationships.