Emails are the lifeblood of professional communication, but they’re also a digital minefield. In an age of constant documentation, forwarded threads, and workplace sensitivities, one poorly worded email can do more damage than most people realize. Whether it’s a tone that comes off too harsh, a passive-aggressive sign-off, or language that undermines authority, certain phrases are better left unsent.
Many professionals rely on familiar email language without stopping to consider how it could be interpreted, especially when emotions are high or deadlines are tight. Unfortunately, even seemingly innocent phrases can lead to HR headaches, damaged relationships, or worse, job insecurity. Understanding what not to say is just as important as knowing what to say when communicating in writing at work.
Why Email Etiquette Matters More Than Ever
Unlike casual conversations, emails live forever. A moment of frustration or sarcasm might feel harmless when typing, but it can come across as unprofessional, aggressive, or dismissive when read out of context. And because tone can’t always be heard through text, coworkers may interpret words more negatively than intended.
Employers are increasingly focused on communication style, especially in remote and hybrid work environments. Miscommunication is one of the top causes of workplace tension, and email is often the source. People are not just judged by what they say, but by how they say it. The wrong phrase can make someone seem arrogant, lazy, combative, or even insubordinate.
1. “Per My Last Email”
This classic phrase might be meant as a helpful reminder, but it usually lands as condescending or passive-aggressive. It suggests the recipient didn’t read carefully, which can instantly create tension. A clearer and kinder follow-up keeps collaboration on track without inviting defensiveness.
2. “As I Already Mentioned”
Much like “per my last email,” this phrase points a finger and highlights repetition in a way that feels accusatory. It may be accurate, but it’s rarely constructive. A better approach is to reframe the point without emphasizing that it’s been said before.
3. “Let Me Be Clear”
This phrase tends to escalate rather than clarify. It may read as if the sender is frustrated or impatient, especially if the rest of the message contains directives or criticism. Clarity should come from thoughtful explanation, not forceful language.
4. “With All Due Respect”
This one almost guarantees that what follows will be disrespectful. It’s a phrase that sounds diplomatic but often precedes disagreement or criticism. In professional settings, honesty is important, but couching it in language like this usually backfires.
5. “This Is Above My Pay Grade”
Even if it’s meant as a joke, this phrase can make someone seem unwilling to take responsibility or solve problems. It might come across as dismissive or even disrespectful to those in leadership. A better alternative is to seek guidance without sounding checked out.
6. “I Don’t Think That’s My Job”
Job descriptions have boundaries, but emails are not the place to draw harsh lines. This phrase can appear rigid or uncooperative, especially in a team setting. Expressing concern over the scope is valid, but how it’s said matters.
7. “You Should Have…”
Pointing out what someone “should have” done usually feels like blame. In written form, it can escalate tensions and lead to resentment. It’s far more effective to focus on next steps or shared goals rather than past mistakes.
8. “I’ll Try”
While it might seem harmless, this phrase lacks confidence and leaves room for doubt. In professional settings, people prefer clear commitments. Saying “I’ll try” can make someone appear uncertain or unreliable, even if intentions are good.
9. “Honestly…”
Starting a sentence with “honestly” raises questions about whether previous statements were dishonest or filtered. It can unintentionally undercut credibility and create suspicion, even if the comment is meant to be helpful or clarifying.
10. “I Thought You Knew”
This phrase implies fault and often feels like a subtle accusation. It also does little to solve the problem at hand. Effective communication prioritizes clarity and collaboration, not defensiveness or blame.
It’s Not Just What You Say. It’s How You Say It
Professionalism in email isn’t just about avoiding typos or adding polite sign-offs. It’s about being intentional with language and tone, understanding that coworkers may interpret messages differently depending on stress levels, cultural context, or past experiences. Every phrase carries weight, and the goal should always be clarity, respect, and teamwork.
In the workplace, emails are more than communication tools. They are records. Words can be forwarded, screenshotted, or submitted to HR. Taking a moment to read a message from the other person’s perspective could be the difference between building trust and building a case against you.
Have you seen one of these phrases backfire? Or are there others you think should make the list?
Read More:
7 Things You Should Never Admit To Your Coworkers Unless You Want to Get Fired
10 Actions Your Boss Is Looking For Before Promoting You
Riley is an Arizona native with over nine years of writing experience. From personal finance to travel to digital marketing to pop culture, she’s written about everything under the sun. When she’s not writing, she’s spending her time outside, reading, or cuddling with her two corgis.
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