Stop Saying These 6 Things in Your Emails
Unlike face-to-face conversation, email offers you the chance to compose your thoughts and say exactly what you want to say.
Therefore, if you aren’t properly conveying information, it means lost productivity and a greater chance for misunderstanding.
Many people have fallen into the bad habit of watering down emails by including words like “try” and “probably”. If you want to fine tune your communications, there are a few things you should stop including in your future emails.
“I can probably have that to you by tomorrow morning.”
When you include the word probably, it suggests uncertainty or a lack of confidence on your part. If you really aren’t sure about when or if you can get something done, then lay out a reasonable timeline. For instance, you could say, “I’d like to get that to you by tomorrow morning, but that complicated bit of copy might push it back to the afternoon.”
“I’ll try to see if I can figure it out.”
Just like with “probably,” using the word “try” suggests uncertainty or a lack of confidence. If you aren’t sure you can do something on your own, don’t be afraid to ask for guidance. So you might say, “Before I get started, could you walk me through the first few steps?”
“I think we should hold off until the client gets back to us.”
When you use the word “think,” you give your reader permission to dismiss what you are saying. If you want someone to follow your suggestion, you should use a slightly more assertive tone. For example, you could say instead, “Let’s hold off until we hear back from the client.”
“I think there’s a problem with the page layout or whatever.”
Using “whatever” sounds dismissive, like you don’t really care about what you are saying. It is also a very inaccurate word that doesn’t convey a lot of information. Instead, you might say, “There’s a problem with the page layout that needs to be addressed.”
“Maybe we should set that project aside until next week.”
When you use the word “maybe,” you are pushing a decision off to the other person, which can make you seem apprehensive and uncertain. Instead of projecting those sentiments, you could say something like: “Let’s focus on this other project until we find out more next week.”
“I’m sorry, that time doesn’t work for me. Can you get together Tuesday at 2 p.m.?”
While it is perfectly acceptable to apologize when you’ve made a mistake, you shouldn’t be apologizing for having a busy schedule. Instead, just go ahead and say what you want to say: “I’m busy at that time, but I could do a meeting at 2 p.m. on Tuesday.”
At LTI Services, we understand that effective communication is even more valuable when it is between skilled, talented professionals. If you are currently looking for skilled workers to help you reach you organization’s goals, please contact us today to learn more about what we can do for you.