Write Emails That Get Read (Not Ignored)
10 phrases to avoid, acronyms decoded, and cultural tips for sounding natural in U.S. business English
10 Annoying Email Phrases (and What to Say Instead!)
Emails should be clear, polite, and professional. But some common phrases have the opposite effect—they annoy your reader, sound passive-aggressive, or weaken your message. Here are 10 of the most disliked email clichés, why they rub people the wrong way (=bother them), and better alternatives you can use.
1. “Please advise.”
😬 Why it’s annoying: Comes across as passive-aggressive or condescending. It suggests you’re dumping the responsibility on the reader.
✅ Say instead: “Could you share your thoughts on this?” or “What would you recommend?”
2. “As per my last email…”
😬 Why it’s annoying: Feels like a scolding, pointing out that the recipient ignored you.
✅ Say instead: “To follow up on my earlier message…” or “Just to recap…”
3. “Just circling back…”
😬 Why it’s annoying: Overused, vague, and often sounds pushy.
✅ Say instead: “I wanted to follow up to see if you’ve had a chance to review.”
4. “Any updates on this?”
😬 Why it’s annoying: Too blunt (too direct in a way that sounds rude or not polite enough)—pressures the reader without context.
✅ Say instead: “Could you let me know if there are any updates?”
5. “Sorry for bothering you…”
😬 Why it’s annoying: Undercuts your confidence and makes you sound unsure.
✅ Say instead: “Thanks for taking the time to look at this.”
6. “At your earliest convenience.”
😬 Why it’s annoying: Vague—does that mean tomorrow or next month?
✅ Say instead: “Could you send this by Friday?”
7. “Just checking in…”
😬 Why it’s annoying: Adds no new info, feels like inbox clutter.
✅ Say instead: “I’m following up to see if there’s anything else you need from me.”
8. “Thanks in advance.”
😬 Why it’s annoying: Can feel presumptuous, like you’re assuming compliance.
✅ Say instead: “Thank you for your help with this.”
9. “Not sure if you saw my last email…”
😬 Why it’s annoying: Sounds passive-aggressive, like you’re accusing the reader of ignoring you.
✅ Say instead: “I’m resending this in case it didn’t come through earlier.”
10. “Obviously…”
😬 Why it’s annoying: Risky—what if it’s not obvious? It can make the reader feel talked down to.
✅ Say instead: “As you may know…”
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Business Email Quiz: Spot the Good, the Bad, and the Ugly
We’ve all received emails that made us smile… and others that made us groan. Some are clear and professional. Others are filled with annoying phrases, vague requests, or passive-aggressive undertones.
👉 Your challenge: Read each email below and note down on a piece of paper if it’s:
a) Great! – clear, polite, professional
b) Good but could be improved – okay, but with room for polish
c) Very bad – loaded with clichés, confusing, or irritating – note down what you think is wrong with the message and then we’ll explore in the answer key!
1.
Hi team,
Just circling back on this project. Any updates on the numbers? Please advise. Thanks in advance!
2.
Dear Sarah,
Thanks again for jumping on the call earlier today. I’ve attached the draft presentation we discussed. Let me know if you’d like any revisions by Friday. I’m happy to adjust.
3.
Hi Mark,
Sorry for bothering you again, but not sure if you saw my last email. We really need your approval to move forward.
4.
Hi David,
I wanted to follow up on the budget request we discussed last week. Could you share your feedback by Tuesday so we can finalize?
5.
Dear All,
At your earliest convenience, please complete the form linked below. It’s important that we collect everyone’s responses.
6.
Hi Julia,
As per our conversation yesterday, here is the signed document. Please let me know if anything further is required.
7.
Hey team,
Obviously the deadline is tomorrow, so I expect everyone’s work in by COB. Let’s not drop the ball here.
8.
Hi Alex,
I really appreciate the detailed report you sent over yesterday. Everything looks great—I don’t have any changes. Thanks for the quick turnaround and thorough work!
9.
Maria,
I’m just checking in to see if you had a chance to review the proposal. Looking forward to your thoughts.
10.
Hi Jordan,
Could you confirm the meeting time for Thursday? I want to make sure we’re aligned before I send out the agenda. Thanks.
🔑 ANSWER KEY
Ready to check your results? Here’s the answer key, with explanations for each email.
1.
Hi team,
Just circling back on this project. Any updates on the numbers? Please advise. Thanks in advance.
Answer: c) Very bad
Why? This email uses four phrases that many people find annoying: “just circling back,” “any updates,” “please advise,” and “thanks in advance.” These make the message sound pushy and unfriendly.
Better version: “Hi team, I wanted to follow up on the numbers for this project. Could you share an update by Friday?”
2.
Dear Sarah,
Thanks again for jumping on the call earlier today. I’ve attached the draft presentation we discussed. Let me know if you’d like any revisions by Friday. I’m happy to adjust.
Answer: a) Great!
Why? This email is polite, clear, and professional. It thanks the reader, explains what’s attached, and gives a clear deadline.
Language note: It uses the idiom “jump on the call.” This is a common business English phrase that means join a call quickly or informally. It doesn’t mean you are physically jumping—it’s an idiomatic way to say “participate in a call.” Using idioms like this makes the email feel friendly and conversational.
3.
Hi Mark,
Sorry for bothering you again, but not sure if you saw my last email. We really need your approval to move forward.
Answer: c) Very bad
Why? “Sorry for bothering you again” makes the sender sound weak. “Not sure if you saw my last email” is passive-aggressive—it suggests the reader ignored you.
Better version: “Hi Mark, I’m resending this in case my last email didn’t come through. Could you confirm your approval by Wednesday?”
4.
Hi David,
I wanted to follow up on the budget request we discussed last week. Could you share your feedback by Tuesday so we can finalize?
Answer: a) Great!
Why? It’s clear, polite, and has a specific deadline.
5.
Dear All,
At your earliest convenience, please complete the form linked below. It’s important that we collect everyone’s responses.
Answer: b) Good but could be improved
Why? “At your earliest convenience” is vague. It doesn’t tell the reader when you actually need it.
Better version: “Dear All, Please complete the form by this Friday. It’s important that we collect everyone’s responses.”
6.
Hi Julia,
As per our conversation yesterday, here is the signed document. Please let me know if anything further is required.
Answer: b) Good but could be improved
Why? This is professional and polite, but “As per our conversation” is too formal. It can sound stiff.
Better version: “Hi Julia, Following up on our conversation yesterday, here’s the signed document. Please let me know if you need anything else.”
7.
Hey team,
Obviously the deadline is tomorrow, so I expect everyone’s work in by COB. Let’s not drop the ball here.
Answer: c) Very bad
Why? Several problems here:
“Obviously” sounds rude, as if the team is careless.
“COB” (close of business) is an acronym that not everyone understands.
“Hey” is too casual for a workplace email, especially to a team.
“Let’s not drop the ball” is an idiom that feels too informal for a deadline reminder.
Language note: The phrase “drop the ball” is an idiom from sports (especially American football or baseball). It means to make a mistake or fail to do something important. In business, people say it when someone doesn’t complete a task. Example: “We really dropped the ball on that client project.”
Better version: “Hi team, Reminder: the deadline is tomorrow. Please send me your work by 5 p.m. so we can finish on time.”
8.
Hi Alex,
I really appreciate the detailed report you sent over yesterday. Everything looks great—I don’t have any changes. Thanks for the quick turnaround and thorough work!
Answer: a) Great!
Why? Positive, clear, specific. Good feedback builds strong working relationships.
9.
Maria,
I’m just checking in to see if you had a chance to review the proposal. Looking forward to your thoughts.
Answer: b) Good but could be improved
Why? “Just checking in” is vague and overused. It doesn’t add new information.
Better version: “Maria, I wanted to follow up on the proposal. Do you think you’ll have feedback by Thursday?”
10.
Hi Jordan,
Could you confirm the meeting time for Thursday? I want to make sure we’re aligned before I send out the agenda. Thanks.
Answer: a) Great!
Why? Direct, polite, and professional. The request is clear and easy to respond to.
🎥 Movie Time
We’ve talked about annoying phrases and cultural differences in email tone. Here’s a helpful video from Harvard: “8 Email Etiquette Tips – How to Write Better Emails at Work.” It reinforces many of the ideas in this post and adds a few more practical strategies you can start using right away.
👉 In this video, you’ll learn about:
writing clear subject lines
avoiding vague phrases
choosing the right tone
keeping emails concise
managing CC/BCC
responding promptly
proofreading before sending, and
using polite closings
