Leave these 6 phrases behind to sound more confident over email
This story originally appeared on Pyn and was produced and distributed in partnership with Stacker Studio.
Leave these 6 phrases behind to sound more confident over email
Hello!
Per the above headline, I thought I would just put together a few tips that may help you try to write better emails. Is there a time that works well for you to do that?
If something about the above sentences feels uncertain or even hesitant, it's because they include crutches professionals lean on in communicating through email that can be detrimental to everyday work.
To help you avoid these pitfalls in 2024, Pyn compiled a list of six commonly used words and phrases in emails that business professionals should drop for good if they want to be more effective communicators.
Twenty years ago, according to Gallup polling, almost all internet users were likely to say that email improved their lives (it was also pretty much the only thing they used the internet for).
Today that may not exactly be the case as a generation of white-collar workers pushes back against work bleeding into their personal lives via the always-connected nature of the internet. More than half of professionals don't even feel like they can disconnect while on paid vacation, according to a 2022 survey performed by Glassdoor subsidiary Fishbowl.
Our intense reliance on the medium in today's world of work is all the more reason to become a more effective communicator. Cut straight to the chase with each message you draft, and hit that send button confidently in 2023 with the following suggestions.
'I was hoping to ...'
Indirect intent can be an authority killer.
Be clear with the intent of your message to the recipient and avoid using phrases such as "I thought I would ..." or "I just wanted to reach out in order to ..." or "I was hoping to …."
Other business communications experts have recommended that emails shouldn't include the word "just" as it minimizes credibility. This rule can apply to any other sentence construction that belabors the point of the email.
Draft the message and then read the email back to yourself. Ask what the purpose of each line is. If the sentence in which you make your request, issue a reminder, or assign a task includes filler language like this, your email may be stronger without it.
Professionals who study organizational behavior also caution that some cultures—like that of Japan or midwestern U.S. states—prefer, and are adept at, communicating indirectly. Be sure to understand who is on the other end of your message.
'What time works best for you?' and the folly of 'circling back'
Are you organizing a meeting or looking to get some face time with someone? Avoid asking broadly what time they're available. It can be helpful to move toward the other person in terms of your effort in the engagement.
When you're looking to connect with someone away from email, an open-ended question only prolongs the back and forth. It's a good rule of thumb to treat people you want to work with as though their time is as important, if not more, than your own.
Cut to the chase and suggest a few times that will work with your schedule while showing you're open to other suggestions.
'Try'
A prolific business mentor once told his pupil: "Do or do not. There is no try."
Ah, wait, that was Yoda who said that. Nonetheless, he had a point that shouldn't be lost when communicating effectively through email.
There is a lot of trying that happens in the course of business. Sales associates try to woo new customers and clients. Executives try to appease shareholders when the market disagrees with a particular investment. But attitude is everything, and your authoritative nature will stand out when you stop saying you will try to do things.
Using the word try can be interpreted as a half-hearted commitment. Tell people what you intend to do and, if necessary, include any limitations or hurdles you anticipate. And then give it your all.
'Fine'
Passive aggressiveness is lurking everywhere in today's age of text messaging, Slack and social media. More than that, people could mistakenly read passive aggression in common phrases you may use regularly.
Words like "fine" and phrases including "per my last email" may be used with the best intentions but can be interpreted negatively by the recipient. The last thing you want the person on the other end of an email to do is assume the wrong tone in your message.
'I'm connecting you with ...'
When connecting people in your network via email be sure to observe the "double opt-in" rule.
Double opt-in means you're independently getting permission from each party that they have the time, resources, and will to participate in the meeting. Both parties are opting to meet each other before you send the introduction email.
Networking gets deals done. But springing a connection with somebody can be detrimental to the business outcome if both parties aren't invested beforehand. Avoid wasting everyone else's time and have those independent conversations with each party ahead of time.
'Re:'
It's time to leave filler text and basic subject lines in the dust.
Over the last decade, the proliferation of email newsletters has given marketing professionals troves of metrics that show us what makes customers open marketing emails and even what is most effective in getting the recipient to take action.
You can employ similar techniques in crafting subject lines in emails to colleagues and prospective business partners or clients. Adding a call to action in the subject is one way of setting expectations for how the recipient should interact with your message.
Billions of emails are sent through the email marketing platform Mailchimp every month; the company has found that people respond to a sense of urgency in subject lines.
What outcome are you hoping for with the email you're sending? Does the person on the other end need to make a decision?
Don't overthink it—state "decision required" or "feedback needed" in front of a brief proposal description separated by a colon or hyphen. This can also be useful when sharing things with colleagues outside of regular business hours. Don't want them to stress over it? State it up front by tagging "not urgent" in your subject line.
