Consciously or unconsciously, a few very cautious, almost submissive, formulations have become established, which do not necessarily help the sender to consolidate, let alone expand, his or her standing in the company and with the other party.
In response, graphic designer Dani Donovan has created some very good “new” formulations that make emails sound more professional – especially in a professional environment – and may also make the sender appear more professional. “Under certain circumstances” because the formulations are strongly influenced by the US American tone. It may therefore be advisable to check the wording for the German language area and adapt it if necessary. Depending on the company and industry, there may also be unspoken rules on how the parties involved communicate with each other. Last but not least, the position or hierarchy (also) always determines how emails are (or should be) written. Nevertheless, the wording is fresh and somewhat cheeky.
Words create reality
In addition to the choice of words, there are also exciting psychological components. The formulations are also intended to clearly signal one’s own status, both to oneself and in communication with the other person, and thus to position oneself.
Your voice deserves to be heard. Your opinion is important. You don’t have to apologize for existing or ask for what you need. You’re not “opinionated” or “bitchy” because you don’t sound like a pep machine 24/7.
You also have power.
So if you want to give your emails and perhaps also your standing a little more pep, you should take a closer look at Dano Donovan ‘s formulations.
12 e-mail formulations to communicate and appear more professional on the job:
✖ “I think it would be best if we ____.”
✔ New: “It would be/is best if we ____.”
💭 (I know what I’m doing)
✖ “I just wanted to ask, no rush!”
✔ New: “Let me know if you know anything new, then we can talk.”
💭 (Where the hell are we?)
✖ “I was wondering if it would be possible to ___?”
✔ New: “The easiest way would be/is to ____ ; can we set that up?”
💭 (I know what I’m doing AND I can delegate AND I need feedback)
✖ “Please excuse the delay.”
✔ New: “Thank you for your patience.”
💭 (I forgot, but you can handle it)
✖ “How is it best (suitable) for you?”
✔ New: “Could you do __:__?”
💭 (My time is important too, okay?!)
✖ “No problem!”
✔ New: “I’m happy to help!”
💭 (Yes, you’re welcome)
✖ “Ahhh, sorry!!! Sorry, I didn’t realize that. My mistake.”
✔ New: “Well recognized, updated file attached. Thank you for letting me know!”
💭 (I made a small mistake, please find attached the “correction”)
✖ “I wanted to ask if it would be okay if I could leave work early because of a doctor’s appointment.”
✔ New: “I have a doctor’s appointment at 3 p.m. and have to leave early.”
💭 (I have an important appointment. Full stop)
✖ Rewrite email for 40 minutes
✔ New: “It would be easier to discuss this in person.”
💭 (It’s difficult to put this in writing)
✖ “I hope that makes sense?”
✔ New: “Let me know if you have any questions.”
💭 (Did you understand?)
✖ “I just wanted to get in touch.”
✔ New: “When can I expect an update?”
💭 (How far along are we on this?)
BONUS – Out of Office [by Melanie Kahl]:
✖ “I will try to respond as soon as possible.”
✔ New: “Expect a reply after/on xx/xx. Please resend after this date if the matter is a high priority.”
💭 (Clear expectations. The ball is in the court opposite.)
