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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 Rather than use such outdated words, replace them with a formal word like “faithfully” or “regards” — yet, even this should be done with caution and according to the situation and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 January 21, 2020

How to Motivate People Around You and Inspire Them

How to Motivate People Around You and Inspire Them

If I was a super hero I’d want my super power to be the ability to motivate everyone around me. Think of how many problems you could solve just by being able to motivate people towards their goals. You wouldn’t be frustrated by lazy co-workers. You wouldn’t be mad at your partner for wasting the weekend in front of the TV. Also, the more people around you are motivated toward their dreams, the more you can capitalize off their successes.

Being able to motivate people is key to your success at work, at home, and in the future because no one can achieve anything alone. We all need the help of others.

So, how to motivate people? Here are 7 ways to motivate others even you can do.

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1. Listen

Most people start out trying to motivate someone by giving them a lengthy speech, but this rarely works because motivation has to start inside others. The best way to motivate others is to start by listening to what they want to do. Find out what the person’s goals and dreams are. If it’s something you want to encourage, then continue through these steps.

2. Ask Open-Ended Questions

Open-ended questions are the best way to figure out what someone’s dreams are. If you can’t think of anything to ask, start with, “What have you always wanted to do?”

“Why do you want to do that?”

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“What makes you so excited about it?”

“How long has that been your dream?”

You need this information the help you with the following steps.

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3. Encourage

This is the most important step, because starting a dream is scary. People are so scared they will fail or look stupid, many never try to reach their goals, so this is where you come in. You must encourage them. Say things like, “I think you will be great at that.” Better yet, say, “I think your skills in X will help you succeed.” For example if you have a friend who wants to own a pet store, say, “You are so great with animals, I think you will be excellent at running a pet store.”

4. Ask About What the First Step Will Be

After you’ve encouraged them, find how they will start. If they don’t know, you can make suggestions, but it’s better to let the person figure out the first step themselves so they can be committed to the process.

5. Dream

This is the most fun step, because you can dream about success. Say things like, “Wouldn’t it be cool if your business took off, and you didn’t have to work at that job you hate?” By allowing others to dream, you solidify the motivation in place and connect their dreams to a future reality.

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6. Ask How You Can Help

Most of the time, others won’t need anything from you, but it’s always good to offer. Just letting the person know you’re there will help motivate them to start. And, who knows, maybe your skills can help.

7. Follow Up

Periodically, over the course of the next year, ask them how their goal is going. This way you can find out what progress has been made. You may need to do the seven steps again, or they may need motivation in another area of their life.

Final Thoughts

By following these seven steps, you’ll be able to encourage the people around you to achieve their dreams and goals. In return, you’ll be more passionate about getting to your goals, you’ll be surrounded by successful people, and others will want to help you reach your dreams …

Oh, and you’ll become a motivational super hero. Time to get a cape!

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Featured photo credit: Thought Catalog via unsplash.com

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