Every so often a new list of “10 words to remove from your writing” or “5 words to stop using immediately in the workplace” is published and more often than not, I‘ll skim these articles to see if I am unintentionally making any glaring mistakes in my professional communication. Typically, the roundup of words or phrases make sense and I find that it doesn’t deter me from my typical spoken and written communications.
However, a recent list of this sort was released from The Muse that made me take a pause. In the article, writer Aja Frost identified three words to leave out of your next email. These everyday words can inadvertently make the tone of your writing or request seem rude.
Without further ado, the three words to stop using in email are:
- Actually
- Sorry
- Me
You may be wondering why Frost recommends removing these words from your email vocabulary. However, her rationale is spot-on and will have you taking a closer look at the next email you send.
Actually
According to Merriam-Webster, “actually” is defined as:
“—used to refer to what is true or real
—used to stress that a statement is true especially when it differs in some way from what might have been thought or expected”
In the case of using it in an email however, it almost always comes across as though someone has done something wrong or inaccurate. It feels as though you’re correcting someone. Next time you start to type “actually” in an email, consider if you can reword the statement. For example, instead of “Actually, the blog post can be found on our company blog,” try: “You can find the blog post on our company blog!” A simple tweak makes this statement sound much more positive in tone.
Sorry
There has been some interesting writing on the overuse of the word “sorry” (especially among women!) in recent years. Check out this TIME piece for more info. When it comes to emails, we also can cut down on our use of the word “sorry.” Don’t jump to using the word “sorry” too quickly—it can be unnecessary or construed as disingenuous. Instead, ask yourself—what am I apologizing for and how will I ensure this doesn’t happen again? Use the actual phrase “I apologize.” In other instances, the use of the word sorry is just entirely unnecessary—do you really need to say sorry for not being available for a meeting on a Monday versus a Tuesday?
Me
This one is a bit more obvious, but by using self-centric words such as “me” or “I” in an email, you automatically exert a sense of entitlement over the receiver of the email. Consider the example Aja Frost shares below:
Version 1 (uses “me”)
Hi Sean,
When you have a moment, could you please send me the info on next Wednesday’s campaign launch? I want to double-check a couple details before it goes live.
Thanks,
Aja
Version 2 (re-written to take focus off of the sender and feel more team-centric)
Hi Sean,
When you have a moment, could you please send over next Wednesday’s campaign info? Double-checking a couple details before it goes live to make sure the client is happy!
Thanks,
Aja
From Aja’s example above it’s clear to see that removing “me” improves the overall tone and clarity of the communication.
Reviewing our writing for grammar, spelling and punctuation is a given. But don’t underestimate taking the time to review the overall tone of your writing, especially email communications in the workplace. Taking care to reduce your use of the words outlined above can make a world of difference in the next email you send!
Learn more on this topic from The Muse