7 Words that Make Your Emails Less Effective

By Matt Wesson

Did you know over 100 billion emails are sent and received each day?

And this is not just meaningless noise or spam. 61% of American workers claimed that email is “very important” to doing their job, according to a recent survey from the Pew Research Center. Email clearly plays a central role in our business lives, and it’s not going anywhere anytime soon. Why, then, do most emails feel so unwanted or ineffective?

Despite the fact that you’re probably sending dozens of emails each day, you may still be using words that undermine your credibility and make you seem less confident.

For most of us, we use these words without thinking as many of them crossover naturally from the way we typically speak — but we are blissfully unaware of the damage they can cause.

Over the next week, make a real effort to cut the following 7 words from your emails and see what happens. You’ll be surprised at how the clarity and effectiveness of your emails improve and how a simple change can enhance the way you’re perceived by your audience.

1. I think

This is one I catch myself saying all the time. When you’re trying to downplay the forcefulness of a suggestion, saying something like “I think we should…” or “I think it would be great if…” is the phrasing that comes naturally to most of us. However, if you’re good at your job, the odds are pretty good your company is not paying you for your suggestions.

In most cases, you probably know what needs to be done and using “I think” just gets in the way. Try removing it to give more direct feedback or thoughts. “We should” conveys the same idea with a great deal more confidence.

2. Just

“I just wanted to check in on…” “I’m just following up on…” These are pretty common phrases in any inbox, but they’re quietly undermining your confidence. Former Google and Apple executive Ellen Petry Leanse wrote in an article last year that using “just” “put the conversation partner into the ‘parent’ position, granting them more authority and control. And that ‘just’ didn’t make sense.”

Drop the extra word and address your interest directly. If you’re sending an email, the odds are high you know exactly what you want from the other person, so talk like it!

3. Kind of

Here’s another one that strikes directly at the effectiveness of your emails. Using words like “kind of” or “sort of” makes your point seem vague. It gives the impression that you have no idea what’s going on or you are wishy-washy.

Appearing timid isn’t beneficial in business contexts. It doesn’t matter if you’re sending a crucial sales email or a mundane email to your boss. Be direct, concise, and as clear as possible. Your reader will thank (and respect!) you.

4. Soon

“Please get that to me soon…” or “Whenever you get a chance…” are common phrases when making requests. Asking for something can be difficult. Nobody wants to seem pushy. But the truth is that giving firm deadlines is usually exactly what your recipient wants most.

Drop the ambiguity from your requests. If you need something by a certain time or you know when a project will be finished, give a specific time or date. You’ll seem more confident and more in the know with what’s happening around you.

5. Hopefully

“Hopefully” is another word born out of ambiguity. There are plenty of things that you can hope for in life, but in the office, you shouldn’t have to hope for anything. Everyone in your company has a role to play and clear responsibilities. If you’ll hopefully get something done or hopefully something will happen, you’re saying you don’t have control over a situation.

Stop being hopeful in your emails. It will make you seem more confident, and even better, more reliable. Nobody want to work with a great hoper; they want a great worker.

6. Sorry

Think about it: How many times do you apologize for something in the workplace? “Sorry, 9AM doesn’t work for me…” “Sorry, I meant to add…” In most of these common scenarios, no real apology is necessary. Most of the time, the word “sorry” gets used in place of another word out of habit more than out of necessity.

Unfortunately, all of this apologizing can be misinterpreted to mean you’re not confident. Get rid of the “sorry” and say what you really mean directly.

7. Should

I saved the sneakiest for last. The world “should” comes as easily to our emails as it does to our lips in everyday conversation. However, phrases like “It should work…” or “We should arrive at…” imply a level of doubt or ambiguity that isn’t really there.

You know if something will work and you know what time you should get there. Remove the uncertainty from your emails and instead state what is or what will.

While these are small words, removing them from your emails can be a big change. Most of them are so ingrained in our writing and speaking styles that they flow into our emails without thought. But stay vigilant and prune them from your emails where you can. You’ll be surprised by the result!

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