6 common email phrases that sound unprofessional—and what to say instead

Your email communication can make or break professional relationships. While casual language works fine with friends, the workplace demands a more polished approach. Even well-intentioned phrases can undermine your credibility and make you appear less competent than you actually are.

The difference between sounding professional and unprofessional often comes down to word choice. Small adjustments to your email language can significantly impact how colleagues, clients, and supervisors perceive you. Here are six common phrases that could be hurting your professional image, along with better alternatives that command respect.
1. Skip the casual greeting Unprofessional: "Hey,"

Professional: "Hello [Name]," or "Dear [Name],"

Starting emails with "Hey" immediately sets a casual tone that may not be appropriate for professional settings. While it might feel friendly, it can come across as too informal, especially when communicating with senior colleagues, clients, or external partners.

Professional greetings establish respect and set the right tone for your message. "Hello" strikes a balance between warmth and professionalism, while "Dear" works well for more formal communications or when addressing someone you don't know well.

2. Replace vague check-ins with purpose Unprofessional: "Just wanted to check in..."

Professional: "I'm following up to…" or "I wanted to confirm…"

"Checking in" sounds aimless and can waste the recipient's time. Professional communication should always have a clear purpose. When you're specific about why you're writing, you demonstrate respect for the other person's time and make it easier for them to respond appropriately.

Be direct about what you need. Whether you're seeking an update, confirming details, or requesting information, state your purpose clearly from the beginning.
3. Transform apologies into appreciation Unprofessional: "Sorry for the late reply."

Professional: "Thank you for your patience." or "Apologies for the delayed response."

Constantly apologising can make you appear unreliable or lacking confidence. While acknowledging delays is important, framing your response positively shows professionalism and confidence.

"Thank you for your patience" shifts focus from your mistake to their understanding, creating a more positive interaction. When an apology is necessary, "Apologies for the delayed response" sounds more formal and considered than a casual "sorry."

4. Offer specific assistance instead of generic help Unprofessional: "Let me know if you have any questions."

Professional: "Please feel free to reach out if you need any further information."

The phrase "let me know" is overused and can sound dismissive. It's become such a standard email closer that it often feels like an empty gesture rather than a genuine offer of help.

More professional alternatives demonstrate genuine willingness to assist while maintaining formal tone. Consider being even more specific: "Please don't hesitate to contact me if you need clarification on the project timeline" or "I'm available to discuss this further at your convenience."

5. Replace uncertainty with confident recommendations Unprofessional: "I think…"

Professional: "Based on the information, I recommend…" or "It appears that…"

Starting statements with "I think" undermines your authority and makes you sound uncertain, even when you're confident in your assessment. Professional communication requires decisive language that demonstrates expertise and clear thinking.

Ground your opinions in facts and analysis. Instead of personal thoughts, present evidence-based recommendations that show you've carefully considered the situation. This approach builds credibility and positions you as a trusted advisor.

6. Express gratitude with greater impact Unprofessional: "Thanks a lot!"

Professional: "Thank you for your attention." or "I appreciate your assistance."

Exclamation points and casual expressions can diminish the impact of your gratitude. Professional appreciation should sound measured and sincere, not overly enthusiastic or informal.

Specific thanks carry more weight than generic expressions. Instead of "thanks a lot," try "Thank you for taking the time to review this proposal" or "I appreciate your prompt response to this request." This approach shows you value the specific action the person took.