Avoid Using These Unprofessional Email Phrases

We already know some things we shouldn't mention through email such as:

• political opinions,
• anything that could be considered sexual harassment, and
• office gossip

But did you know there are other topics and phrases you should stay away from, especially if you want to keep your professionalism intact? After all, emails can linger around for a long time.

Here are some phrases you should avoid in your work email:

1. "Just a heads up, I'm on sick leave tomorrow"

Everyone has called in 'sick' for pre-planned mental health or a personal day at some point in their career, but don't talk about it over work email. It's not a smart move. It puts your dishonesty on display for everyone to see if your message lands in the wrong hands.

Though your boss might understand if you explained your need a day off in person, having it in written form feels decidedly sneaky. Unless you're actually sick and you won't be coming in the next day, this is not a message you want to send.

What you should do:  Instead of email, you should call your employer and tell them about your condition.

2. "Ali really dropped the ball on this one"

Unless you're their boss, do not discuss a colleague's performance. It is rude and it is not your place to discuss someone else's performance over email.

What you should do: If you really need to discuss a co-worker's performance, discuss it with Human Resources or your boss.

3. "I'm feeling..."

Keep your emotions out of work emails. Work email should only be based on facts and sharing information that is required.

What you should do:  If you can't keep your emotions out of the content of an email, try having a conversation in person or over the phone instead. 

4. "Can you return those documents to me on Tuesday, maybe around 3 P.M.? No worries if not"

In a work email, you need to be assertive and clear. This way you'll project confidence and competence. Otherwise, people will find you confusing and unclear.

What you should say: “Have you had a chance to review the documents I sent over last week? Please review and return them to me by Tuesday at 3 p.m. so we can stay on track with our project plan.”

5. "Here's a copy of the project I'm working on with my team. I'd love to get your feedback"

Unless your boss says it's okay to share a project, just keep it to yourself or your team members. Sharing confidential information from your company can be grounds for dismissal for your job. You might have a friend who's an expert in a certain field, but unless they're working in the same company or project, don't ask for their help.

What you should do: Only discuss your project with your team members. 

 
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6. "This place really gets me down sometimes" 

We get it, there are days where it gets really tough. But you should never say anything negative about your workplace through work mail. An email to your colleague about how much you hate your work can easily make its way to your boss. Best case scenario, your manager will schedule a meeting to talk to you about your problems. Worst case scenario? You've just emailed yourself to unemployment.

What you should do: Schedule a meeting with your manager to talk about your concerns instead of sending an email to a colleague.

7. "Sorry about the delay"

It's important to take responsibility and apologise from time to time, but don't do it too often. We are too used to apologise, defer and buffer our statements such as "Let me know if you disagree", and "This is just my opinion, but...". Constantly apologising and qualifying your statements like will only result in your colleagues' lack of respect towards you.

What you should do: Be more direct and concise, only apologise if you made a mistake.

8. "Nice work. Next time, please consider..."

Sometimes you find it easier to provide constructive criticism over email, but it does not work. Why? The intent of the message is almost always different than the impact of the message. What you're trying to say is going to reach your audience differently, and likely negatively. You might think you're offering a piece of advice, but the reader will always take it negatively because you can't sense tone over email.

What you should do: If you want to provide constructive feedback, do it face-to-face, over the phone or speak via video conference. If you still prefer email, keep it positive. 

9. "I'm open to other opportunities"

This is one of the worst things you can write in a work email, yet employees do it all the time. It's not a good move to announce to everyone that you're looking for a job, especially from your work email. Don't talk to recruiters, check in with clients and competitors about open positions, or chat with colleagues for career opportunities using your work email. 

What you should do: If you're looking for a job, the least you could do is keep it on the down low.

10. "As per my last email..."

Whether it's "as already noted below..." or "as previously discussed...", just avoid this kind of sentiment altogether. This has become quite popular lately. It is passive aggressive and a very thinly veiled attempt at passing blame for a project that has stalled. 

What you should say: Just repeat whatever needs to be repeated and move forward. 

Source: Fast Company

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