Sorry to bother you, but I’ve just got a few suggestions about words to avoid in your emails if you’re interested. No worries if not, though!
Not exactly an inspiring opening to this blog post, is it?
You’re here because you want to read this content, after all, so why should the language beat around the bush?
The same goes for your emails.
Whether you’re emailing clients, colleagues, or your uncle Jim, the contents of your message are intended for the person reading it. So there’s no harm getting straight to the point – while still being polite, of course!
If you constantly find yourself leaning into an apologetic tone in emails, don’t be hard on yourself. It’s all too common among self-starters (particularly women) in the digital agency industry.
Pinpointing certain words and phrases to avoid in your emails can make you a better, more confident communicator, helping you sound more direct, decisive, and sure of yourself.
That said, when researching which words and phrases to avoid in emails, many resources focus on how to sound more “professional” by cutting out your personality and conforming to corporate norms.
Then there’s the issue of tools like Just Not Sorry. Aimed primarily towards women, these tools are designed to flag when you’re using vocabulary that potentially weakens your message.
But, these tools totally lack the capacity for context. (Which is no shocker when it comes to AI.) Tools like these encourage you to write the same way across the board – regardless of who your recipient is, what you’re writing about, or whether or not certain language is appropriate.
For example, they might suggest you remove the word “sorry” from an email to make your message seem more self-assured and upfront, when in reality, it might make you seem plain rude.
You’ve got to find the right balance between asserting yourself and still being your lovely polite self, which is why it’s always best to edit and refine your email writing on your own terms.
You don’t have to change who you are to be taken seriously. The Admin Bar is all about supporting and uplifting like-minded digital agency owners and freelancers in carving out their own unique path. And that includes developing an effective, genuine approach to email communication that feels right for you.
As a digital agency owner myself (hello from The Content Lab!), I’m a firm believer in being both professional and human (radical, I know). That’s why I’ve created a list of words and phrases you can avoid in your emails to help you communicate with confidence without being unkind.
First, let’s look at why rethinking the way you craft emails is so important.
How sharpening up your language improves your communication
1. Exudes confidence
As an agency owner or freelancer, you’re your own boss – and that takes a whole lot of self-belief. Go you!
It’s totally normal to have an off day or to feel a little touch of imposter syndrome now and again. But when you’re communicating with clients, colleagues, or employees, it’s important that you fearlessly present yourself as the professional that you are.
Whether they mean to or not, people subconsciously determine how seriously they’ll take you based on the language you use.
By using clear, direct language, you sound far more sure of yourself and what you’re speaking about. The more confident you are, the more confidence others can have in you, too.
2. Helps avoid accidental snarkiness
It’s harder to convey tone when you’re communicating in writing than when you’re speaking to someone in person or over the phone.
This is why it’s so important to keep your language and phrasing as straightforward as possible.
If you’re not sure how a message will sound, it can help to read it aloud. But you have to consider how the recipient will interpret it, too.
Before you hit send, give your emails a once-over for tone. Try to put yourself in the recipient’s shoes and imagine how your message is going to land. It’s always best to err on the side of caution – especially with casual phrasing.
3. Eliminates unnecessary confusion
As with any content you write, fluffy vocabulary or too many unnecessary words can muddy the message you’re trying to convey.
From your email subject line to signature, it’s always best to keep things not just short and sweet, but clear and to the point.
Think about it from your own perspective. It’s never fun to open up an email and get hit with a gigantic wall of unnecessary text, is it?
Always write an email draft first, then edit it down to say what you need to say in as few words as possible. You’ll be surprised how many mistakes and extra text can be eliminated when you trim out all the excess!
Words and phrases to cut out of your emails without sounding rude
1. “Just”
“I’m just emailing to…” “I just wanted to ask…” We’ve all done it. We’ve all popped a “just” into our text to ease the tone, especially when asking a question, making a request, or delegating a task. It’s like a comfort blanket; if we’re “just” asking, then it softens the blow, doesn’t it?
But when we use the word “just” in our emails, we make ourselves smaller, downplay our needs, and weaken our message. And in the end, it doesn’t really help you – or the recipient – to make things seem less important than they are.
My advice? Leave it out altogether.
Next time it sneaks subconsciously into one of your emails, pause, reread what you’ve written, and you’ll quickly realize that it’s not adding anything to what you’ve got to say.
Cutting “just” from your emails is surprisingly empowering, and I strongly encourage you to give it a go.
2. “Actually”
Like “just”, “actually” doesn’t add much clarity or kindness to our emails. In fact, whether you mean it to or not, using the word “actually” in emails can make you sound a little sassy.
While sass has its time and place among friends, it’s not exactly appropriate in a professional context – especially when you’re communicating with someone who isn’t super familiar with you and your personality.
While you might use the word “actually” in a typical conversation, it can come across as a bit snarky – or even rude – in written communication.
“I actually already sent you the attachment.” “If you check my previous response, you’ll see I actually can’t attend the meeting.” See what I mean?
Luckily, it’s easy to avoid striking a snarky tone by simply removing “actually” from emails to clients and colleagues.
3. “Very/really”
If you want to keep your emails clear and to the point, intensifiers are a great place to start your word-culling spree.
Weak intensifiers like “very” and “really” come up naturally in our speech, but in written communication, they don’t add anything to your message. It’s better to leave them out or find a better word to use instead.
Take, for example, “I’m very sure.” Instead, why not simply say, “I’m sure”? Or use a stronger alternative like, “I’m confident”? Instead of “I’m really happy”, try cutting it down to “I’m happy”, or using a more specific word like “I’m delighted.”
That way, you’re not only using fewer words to express yourself, but you’ve created a much stronger message in the process.
4. “I think/I believe”
Ahh, imposter syndrome: our all-too-familiar yet unwelcome friend. We might use phrases like “I think” or “I believe” to qualify our message, giving us space to be unsure or even wrong. It might feel more friendly, but it can undermine our expertise.
Sometimes facts are facts. And when the reality is that you don’t think, you know, then downplaying your certainty or authority doesn’t do anybody any favors. It might feel uncomfortable at first, but trust me, there’s nothing wrong with expressing your confidence.
Instead of saying, “I think that’s a good idea,” just cut straight to the chase and say, “That’s a good idea.” It’s still polite, and people will respect your self-assuredness (even if you feel like you’re faking it ’til you make it).
5. “Kind of/Sort of”
“This is sort of important.” “I was kind of hoping we could run through this.”
These phrases may seem harmless. But when it comes to effective communication, they not only clutter up your written content, but they minimize your needs and undermine the power of your messages, too.
Next time you’re proofreading an email and you spot a “kind of” or “sort of”, you know where to find the backspace button. “This is important.” “Let’s run through this together.” This will help you get right to the point and be more direct with your needs without being rude.
6. Excessive adverbs
We love a good adverb. When used well, they can add specificity (and a dash of personality!) to your emails. But other times, adverbs like “absolutely” or “definitely” can get in the way of clear, effective written communication.
With adverbs, it’s all about balance. If you cut them out of your emails entirely, you run the risk of sounding completely devoid of character – or worse yet, AI-generated!
But if you tend to go a little OTT on adverbs, then consider cutting down on your usage to keep things direct and professional.
For example, sometimes, a friendly “absolutely!” adds warmth and enthusiasm to your email exchange. But when it’s used in a sentence like “I’ll absolutely do that today”, it can muddy your message and take away from its overall impact.
The bottom line is to use adverbs in moderation when they feel right, and avoid using them as filler because odds are you don’t need them.
Common spam trigger words that might land you in the spam folder
Have you ever considered how the language you use in emails can impact deliverability?
While certain words and phrases can be a barrier to good communication, others can stop you from reaching your reader in the first place!
Email service providers use spam filters to keep your inbox from piling up with unwanted spam emails. But sometimes they can register regular communication as spam if they detect certain trigger words in the content.
Here are the most common email spam words that can trigger spam filters:
- “Free”: If you’re running an email campaign promoting a free trial, it’s best to avoid putting the word “free” in the subject line. Instead, try using “complementary” or “X-day trial” to keep yourself on the good side of spam filters.
- “Winner/Congratulations”: We’ve all mysteriously won a million dollars in competitions we didn’t enter, so it’s no surprise that words like these would be high up on the list of spam words. It’s best to avoid using them at all costs.
- “Guarantee”: Spam folders are filled with emails “guaranteeing” success or your money back. If you do need to guarantee something to your reader, try saying something like “we promise to deliver” instead.
- “Order now/Act now/Click here”: An urgent call to action can send the spam filter into overdrive. Try to soften your wording a little with a gentle “learn more” or “place your order today”.
Bonus tips! Things to steer clear of to ensure email deliverability
- Avoid using all caps (this also comes across as a little intense or aggressive in terms of tone)
- Don’t use excessive punctuation (especially exclamation points!!!)
- Be mindful of the links you share
- Personalize marketing emails where possible
Dive deep into effective communication with The Admin Bar community
At the end of the day, you deserve to be seen as the professional you are, even if you tend to pepper a few unnecessary words into your emails now and then.
Refining the language you use in emails goes a long way in improving your communication. But when it comes to being taken seriously, you shouldn’t have to change who you are just to have your voice heard.
Keep your message clear, direct, and confident – and deliver it in a way that feels right to you.
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Join The Admin Bar Facebook group to talk about everything from streamlining your professional communication to practical tips on improving your business. Whether you’re a long-time agency vet or you’re new to the game, everyone is welcome!