12 Phrases to Stop Using in Work Emails

Some phrases show up in almost every professional email. They feel safe, polite, professional.

But many of them actually weaken your message—making you sound uncertain, wordy, or inauthentic.

Here are 12 phrases to cut from your emails, and what to say instead.

TL;DR:

Cut filler phrases that add no meaning
Replace weak language with direct statements
Stop over-apologizing
Avoid passive constructions that obscure responsibility

1. "I just wanted to..."

Why it's weak: "Just" minimizes your purpose. You're not "just" doing anything—you have a legitimate reason for writing.

Instead of: "I just wanted to follow up on the proposal."

Write: "I'm following up on the proposal."

2. "I think maybe..."

Why it's weak: Double hedging makes you sound uncertain. One qualifier is enough.

Instead of: "I think maybe we should reconsider the timeline."

Write: "I think we should reconsider the timeline."

Or, if you're confident: "We should reconsider the timeline."

3. "Sorry to bother you, but..."

Why it's weak: You're not bothering anyone—you're doing your job. This phrase undermines your request before you've even made it.

Instead of: "Sorry to bother you, but could you review this?"

Write: "Could you review this when you have a chance?"

4. "Per my last email..."

Why it's weak: It sounds passive-aggressive, implying they should have already read and responded.

Instead of: "Per my last email, the deadline is Friday."

Write: "As a reminder, the deadline is Friday."

Or simply restate the information without the preamble.

5. "I hope this email finds you well"

Why it's weak: It's empty filler. Nobody reads this and thinks, "Wow, they really hope I'm well."

Instead of: "I hope this email finds you well. I'm reaching out about..."

Write: Jump straight to your point: "I'm reaching out about..."

6. "Please advise"

Why it's weak: It's vague. Advise on what? This puts the burden on the reader to figure out what you need.

Instead of: "I've attached the report. Please advise."

Write: "I've attached the report. Let me know if you have questions, or if it's ready to share with the client."

Be specific about what you want.

7. "As soon as possible"

Why it's weak: "ASAP" is vague and can create unnecessary urgency. What you consider ASAP might be different from what they do.

Instead of: "Please send this ASAP."

Write: "Please send this by end of day Thursday."

Give a specific deadline when possible.

8. "I'll try to..."

Why it's weak: "Try" creates doubt. Are you going to do it or not?

Instead of: "I'll try to have the report ready by Friday."

Write: "I'll have the report ready by Friday."

Or, if genuinely uncertain: "I'm targeting Friday for the report, but I'll confirm tomorrow."

9. "Does that make sense?"

Why it's weak: It can sound like you're questioning their intelligence. It also puts the burden on them to admit confusion.

Instead of: "Here's my plan for the project. Does that make sense?"

Write: "Here's my plan for the project. Let me know if you have any questions or want me to clarify anything."

10. "I'm no expert, but..."

Why it's weak: If you're not an expert, why are you speaking? This undercuts your credibility before you've even made your point.

Instead of: "I'm no expert, but I think we should consider a different approach."

Write: "Based on what I've seen, I think we should consider a different approach."

11. "Thanks in advance"

Why it's weak: It can sound presumptuous—you're thanking them before they've agreed to help.

Instead of: "Please review this by Friday. Thanks in advance."

Write: "Would you be able to review this by Friday? I appreciate it."

Or simply: "Thanks" after they've actually helped.

12. "I was wondering if..."

Why it's weak: It's indirect and adds unnecessary words. Get to the question.

Instead of: "I was wondering if you had a chance to look at the proposal."

Write: "Have you had a chance to look at the proposal?"

The Pattern: Directness vs. Hedging

Notice what these phrases have in common: they hedge, apologize, or pad your message with unnecessary words.

Direct communication isn't rude. It's clear, respectful of people's time, and more likely to get results.

A Quick Self-Edit Checklist

Before sending, scan your email for:

Filler phrases: "I just," "I wanted to," "I hope this finds you well"
Hedging: "I think maybe," "I'm no expert," "I'll try"
Vague asks: "Please advise," "ASAP," "Let me know"
Over-apologizing: "Sorry to bother," "Sorry for the delay," "Sorry if this is..."

Delete or replace them.

The Bottom Line

The best emails are direct, clear, and confident. That doesn't mean cold or rude—it means respecting your reader's time and making your message easy to understand.

Cut the filler. Get to the point. Your emails will be shorter, clearer, and more effective.