Phrases That You Should Never Use In Emails

by | Jan 18, 2023

Employers and employees, as well as business owners and clients, use email as their major mode of formal communication. Your email will fail to convey the message successfully if you do not carefully choose your words.

The goal of Email Etiquette is to write emails that people like reading.One misspelt word or phrase could cast your email, and you, in a whole new light! These words make you appear rude or arrogant.

Here are a few words that you should avoid using in emails:


It’s preferable if you don’t use this word any longer.It appears to be out of date and old-fashioned. You should use “please” instead of “kindly,” as it makes you sound more genuine

The problem is..

When you use the term the problem is, you give the email a negative tone. Furthermore, even if there is a problem, portraying it as a problem gives the impression that there is no solution.

Rather than seeing the issue as a problem, you might see it as a challenge with a possible solution. ‘We’re having a issues with the system backup, but the team is working on it,’, sounds better than ‘the problem is that there is an issue in the system backup’.

I think…

In your emails, avoid using the phrase “I think,” as it implies insecurity and suggests that you aren’t confident enough or aren’t fully aware of a scenario. Instead, use an assertive sentence like ‘I will analyze the situation and get back to you with the best answer.’

I don’t know

In a business email, you should never use this phrase. This demonstrates a lack of professionalism, little or no knowledge of a problem and are attempting to avoid the topic with zero accountability, there are various ways to phrase things.

You can this say Instead- Let me get into the details of the situation/issue before I can provide you with a solution.

Respectfully, Sincerely yours/ truly yours/very truly yours

This was once a very formal expression, but it is now outdated. We don’t write letters anymore, and in the digital age of emails, the wording needs to be more professional.

‘Warm Regards,’ ‘Thanks & Regards,’ or simply ‘Thanks’ are excellent and well-recommended phrases.Consider how well you know the other person and use appropriate sign-off terms.