Are your emails driving your colleagues wild?
With almost two thirds (63%) of workers saying poor communication is a regular office headache, HR experts are warning employees to check their email etiquette.
With the average worker spending 5 hours a week on their emails2, certain phrases are becoming a source of frustration and could damage working relationships.
To help people avoid irritating their colleagues, leading office furniture specialist, Furniture At Work, has teamed up with HR expert, Amanda Pearce-Burton, to share five common email phrases to avoid and professional alternatives to use instead.
1. Per my last email
The corporate equivalent of “I already told you this”, ‘per my last email’ can feel passive-aggressive or critical.
Whereas a more direct and friendly follow-up shows you’re referencing a past message without implying blame. Try using ‘Just following up on the email I sent (day/time) regarding (topic)…’
2. Urgent!
Slapping “URGENT” on everything is a fast track to being ignored. Being specific about the timeline and expectations is more effective and respectful of others’ workloads.
Try using ‘Flagging this as important’ before specifying the deadline.
3. I hope this email finds you well
Let’s be honest, no one’s ever replied “Thanks! It did!” Although polite, this phrase can feel impersonal or overly formal.
Try using ‘I hope you’re having a good week so far’ or even skip it altogether – your colleague may appreciate the efficiency!
4. Reattaching for your convenience
Translation: “You clearly missed this the first time.” This phrase can come off as passive-aggressive, as it implies that the recipient didn’t read the document the first time.
Try using ‘I’ve reattached the document here in case it’s helpful.’
5. Any updates on this?
This phrase can feel abrupt or demanding of the other person’s time.
Consider softening it with: “Just checking in to see if there’s been any progress on this – no rush if you’re still working on it.”
HR expert Amanda commented: “Workplace communication plays a huge role in team culture, and email is often where misunderstandings begin. Phrases like ‘per my last email’ or ‘any updates on this?’ can come across as passive-aggressive, especially without context or tone of voice.
“It’s important to communicate with clarity, empathy and professionalism, so taking a few extra seconds to rephrase something more constructively can go a long way in maintaining positive working relationships.”
For more tips on navigating the workplace, check out Furniture At Work’s office etiquette blog.
