Email is a powerful tool for reaching out
to new business prospects. 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.
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.”
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such outdated words, replace them with a formal word like “faithfully” or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.
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.
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 cliche. By using a cliche 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 cliche 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.
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