Heya!

 
I’ll never be a blunt emailer. I’ll probably never stop saying, “just checking in!” when following up with someone for the 2nd (or 3rd, or 4th) time. Whether by nature, nurture, the iron grip of the patriarchy moulding me into an amicable people-pleaser, or all of the above – it’s just not me. 
 
I justify my lack of e-frankness with the fact that I write like I speak, with exclamation marks, smileys and the odd <3 thrown in for good measure. I wouldn’t march up to someone’s desk and make an abrupt demand, so it feels unnatural to speak that way in text.
 
I do think you can find a balance of kindness, warmth, authority, clarity, and professionalism in the way you communicate that feels authentic to you. 
 
However, certain words and phrases can undermine your work and dilute your message when used too often. 
 
Read on for words and terms we think could do with phasing out. 
 
If you’re a no-nonsense, straight-talker who exudes assertiveness, you might want to scroll down to The Afterword this week.
 
This one’s for my soft-spoken friends. 
 
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Just
Most of the time, when you’re "Just following up", “just wondering if”, or “just checking”, you’re softening your language to make sure you’re not coming across as aggressive. In reality, your request is likely perfectly reasonable. When in doubt, cut it out. You can swap your “just” with more assertive phrases: 

Instead of: "Just checking in to see if you had a chance to look at my email?”
Replace with: "Please let me know if you had a chance to review my email."
 
Instead of: “Just wondering if you received my proposal?"
Replace with: "Can you please confirm whether you have received my proposal?"
 
Maybe
Is it a maybe, or is it a yes? Too many “maybes” can make you seem unsure of yourself or your work.
 
Instead of: "Maybe we could discuss this further."
Replace with: "Let's discuss this further."
 
Instead of: “Maybe we should consider a different strategy.”
Replace with: "I propose we consider a different strategy."
 
Sorry
The big one. Apologies are important, and often warranted. But does asking for some clarification or assistance require a “so sorry, but…”? Hot tip: An offhanded apology can almost always be replaced with gratitude.
 
Instead of: “So sorry for my delayed reply.”
Replace with: “Thank you for your patience.”

Instead of: “Sorry, I can’t make it to the meeting.”
Replace with: "I won’t be able to attend the meeting, but I am available afterwards."
 
Instead of: “Sorry for the inconvenience.”
Replace with: "Thank you for your understanding."
 
I think/I feel
A tough one for over-thinkers and deep feelers. Of course, sometimes it’s necessary and unavoidable to use these disclaimers, but when used too often it can diminish your voice.
 
Instead of: “I think we should review the data again,”
Replace with: “We should review the data again.”
 
Instead of: “I feel we might be overlooking an important detail,”
Replace with: “It seems we are overlooking an important detail.”
 
Possibly/If possible
Using "possibly" or "if possible" can make your requests seem optional rather than pressing. Convey the importance of your message by being more direct.
 
Instead of: "If possible, could you send me the report by Friday?"
Replace with: "Please send me the report by Friday."
 
Instead of: "Could we possibly meet tomorrow to discuss the project?"
Replace with: "Let's meet tomorrow to discuss the project."
 
Instead of: "If possible, I’d like to get your input on this."
Replace with: "I’d love your input on this."
 
 
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