Most of our work days (and livelihoods) are extremely dependent on email correspondence. Now more than ever, we’ve become increasingly aware of how important it is to be a strong communicator via email … so we’re sharing the rephrasing and rewording of common phrases that will help you come across more clear & confident, and will likely get you closer to your goals!
Instead of “Would you be interested in…“ try “Would you be open to”.
The word “interested” assumes the other person has made up their mind. This can come across as pushy, especially when they may not know much about what you’re approaching them with. When you use the word “open” it comes across as more appealing and instead, makes it the recipient’s decision.
Instead of “How would you like to proceed?” try “Would you rather proceed with option A or B?”.
This is an example of how giving choice is better than an open ended question – the more vague you are, the easier it is for the ball to drop and less decision making to occur. When the receiver has the option to choose, it’s a lot more enticing.
Instead of a closed phrase like “I would love to” try asking a question. For example, “Are you free Monday to discuss this idea?”.
Love doesn’t sound genuine and that word makes it all about YOU, when you want to make it about THEM. When you ask a question it immediately does the opposite, and gets the ball in motion.
Instead of “I’m sorry” try “Thank you.”
Apologizing repeatedly is never good professionally, and it can generally be swapped for gratitude towards them (i.e. for their patience, time, etc.) which is received a lot better!
Drop the word “Just” and try replacing it with an “I want to” statement.
For example: “I want to check in”, instead of “just checking in”. The word JUST takes away a level of confidence and minimizes your authority. Although it’s only one word, it implies what you’re emailing about is tiny or insignificant.
Instead of “I can’t” try “I won’t.”
Stand your ground!
Instead of asking someone “does that makes sense?” try “let me know if you have any questions” or “what are your thoughts?”
Asking someone ‘if that makes sense’ can sound condescending or make you sound unsure on the topic yourself. Always better to approach it as someone who wants to help and is open to feedback and questions.
Drop the Smiley Face!
It’s actually a lot less genuine of a gesture than you’d think. And not to mention, gives off an unprofessional vibe.
We hope these tips will help you to write your best, most successful emails!