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8 Words And Phrases That You Should Never Use In Formal Emails

8 Words And Phrases That You Should Never Use In Formal Emails

Email is a powerful tool for reaching out to new business prospects. The efficacy of a properly crafted email can be pivotal in reaching new career heights and instigating a working relationship.

When communicating through an email, you should understand the functionality of the message you are sending. It is important to know that a formal email should be directed at initiating something thoughtful rather than starting out with words and presenting a message that is thoughtless.

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A formal email should be effective and thoughtful enough to start or build a working relationship. Your choice of words can sound rich and evocative enough to get you the response you desire or can be tactless and empty enough to get you the silence or the response you detest. So here are the words that you need to avoid using in your next formal email.

1. “I am forwarding…” or “I have forwarded…”

Rather than using a variation on the word “forward,” just use “send” instead. In email, using a word like “forwarding” means that you are sending material from one person to another. Just be specific instead with the word “send.”

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2. “Please note that…”

People tend to use these words politely and innocently, perhaps because they are simply trying to indicate something and want the reader to pay active attention. The truth is that this phrase is actually passive. Using a phrase like “be advised” shows that you are more assertive, proactive, and professional rather than priggish.

3. “Sincerely yours,”

“Sincerely yours,” “Very truly yours,” “Yours very truly,” — these words that sound so endearing could apply in the Victorian era, not now in the digital age. You don’t belong sincerely to anyone. Even when you know the person already, you don’t have to bring such familiarity to a formal email. Rather than use such outdated words, replace them with a formal word like “faithfully” or “regards” — yet, even this should be done with caution and according to the situation and relationship.

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4. “I hope you are well.”

The word “hope” doesn’t have any place in a formal email. Are you trying to come across as a caring and concerned person? Or are you trying to force a working relationship by showing concern? Instead, show that you respect the recipient’s time and get to the point quickly.

5. “Respectfully,”

This sounds negative, like you are respectfully declining a request or a decision. It adds a somber tone to your email and it doesn’t really soften the position or the content of your email.

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6. “Kindly”

I rarely see this word in formal emails. If you are still using this word, it is best you stop. It is old-fashioned and seemingly antiquated. It is better you use “please” rather than “kindly.”

7. “Please do not hesitate to contact me.”

“Hesitate,” when coined and used half a century ago, meant that you wanted to offer a lightened or a softer touch to your request. However, when the words became popular, it quickly became a cliché. By using a cliché in your email, you come across as unoriginal and disingenuous. Be personal with your words and use something like “please call me” or “send me an email,” which is still polite but doesn’t have a cliché attached to it.

8. “I thought I should reach out.”

People like to be indirect and express themselves in a soft tone or plea to get what they want. This phrase, which has suddenly become popular, sounds like a babyish approach at eliciting a response from the person you are sending your email to. This supposedly soft approach doesn’t make you sound direct or active. Be clear rather than being cloudy or vague with your words. Rather than say you are trying to reach out, just express the action you are asking the recipient to make. Being direct and clear could get you the reply you want.

Featured photo credit: http://www.picjumbo.com via picjumbo.com

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Casey Imafidon

Specialized in motivation and personal growth, providing advice to make readers fulfilled and spurred on to achieve all that they desire in life.

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Last Updated on September 17, 2019

10 Simple Ways To Always Think Positive Thoughts

10 Simple Ways To Always Think Positive Thoughts

Positive thinking can lead to a lot of positive change in your life. Developing an optimistic outlook can be good for both your physical and mental health.

But sometimes, certain situations arise in life that makes it hard to keep a positive outlook. Take steps to make positive thinking become more like your second nature and you’ll reap the biggest benefits.

Here are 10 ways to make thinking positive thoughts easy:

1. Spend Time with Positive People

If you surround yourself with constant complainers, their negativity is likely to rub off on you.

Spend time with positive friends and family members to increase the likelihood that their positive thinking habits will become yours too. It’s hard to be negative when everyone around you is so positive.

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2. Take Responsibility for Your Behavior

When you encounter problems and difficulties in life, don’t play the role of the victim. Acknowledge your role in the situation and take responsibility for your behavior.

Accepting responsibility can help you learn from mistakes and prevent you from blaming others unfairly.

3. Contribute to the Community

One of the best ways to feel good about what you have, is to focus on what you have to give.

Volunteer in some manner and give back to the community. Helping others can give you a new outlook on the world and can assist you with positive thinking.

4. Read Positive and Inspirational Materials

Spend time each day reading something that encourages positive thinking. Read the Bible, spiritual material, or inspirational quotes to help you focus on what’s important to you in life. It can be a great way to start and end your day.

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Some recommendations for you:

5. Recognize and Replace Negative Thoughts

You won’t be successful at positive thinking if you’re still plagued by frequent negative thoughts. Learn to recognize and replace thoughts that are overly negative. Often, thoughts that include words like “always” and “never” signal that they aren’t true.

If you find yourself thinking something such as, “I always mess everything up,” replace it with something more realistic such as, “Sometimes I make mistakes but I learn from them.”

There’s no need to make your thoughts unrealistically positive, but instead, make them more realistic.

6. Establish and Work Toward Goals

It’s easier to be positive about problems and setbacks when you have goals that you’re working toward. Goals will give you motivation to overcome those obstacles when you encounter problems along the way. Without clear goals, it’s harder to make decisions and gauge your progress.

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Learn to set SMART goals to help you achieve more.

7. Consider the Consequences of Negativity

Spend some time thinking about the consequences of negative thinking. Often, it can become a self-fulfilling prophecy.

For example, a person who thinks, “I probably won’t get this job interview,” may put less effort into the interview. As a result, he may decrease his chances of getting the job.

Create a list of all the ways negative thinking impacts your life. It likely influences your behavior, your relationships, and your feelings. Then, create a list of the ways in which positive thinking could be beneficial.

8. Offer Compliments to Others

Look for reasons to compliment others. Be genuine in your praise and compliments, but offer it frequently. This will help you look for the good in other people.

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9. Create a Daily Gratitude List

If you start keeping a daily gratitude list, you’ll start noticing exactly how much you have to be thankful for. This can help you focus on the positive in your life instead of thinking about all the bad things that have happened in the day.

Getting in the habit of showing an attitude of gratitude makes positive thinking more of a habit. Here’re 40 Simple Ways To Practice Gratitude.

10. Practice Self-Care

Take good care of yourself and you’ll be more equipped to think positively.

Get plenty of rest and exercise and practice managing your stress well. Taking care of your physical and mental health will provide you with more energy to focus on positive thinking.

Learn about these 30 Self-Care Habits for a Strong and Healthy Mind, Body and Spirit.

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Featured photo credit: DESIGNECOLOGIST via unsplash.com

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