Phrases to avoid in email

- There's a unique language that's regularly used in email, but some of those commonly used phrases have negative associations I want you to be aware of. Let's dive in. Number one, per our conversation or per my last email. The use of per sounds formal and has a bit of a paternal ring to it. It's basically saying, "As you should know from our conversation or from my email." For example, if a student emails me a question that could be answered by reading my course syllabus, I have options for how I respond. One would be to simply answer their question. Another might be to give them a quick response and then refer them to my syllabus. A third response, which comes across as chastising the student would be, per the syllabus, the policy is and then paste the policy. Even if someone asks you a question that you've already answered or they should know how to respond to, it takes just as long to answer their question directly as it does to add the sometimes interpreted as chastising per to your answer. Just answer the question and then move on. If it becomes a regular issue, you can have a conversation with the person. Number two, simply stated or to put it simply. This phrase can be heard as implying the person isn't smart enough to understand. An alternative is: the short version. Number three, I'm not sure if you received my last message. This is basically saying, "You haven't responded to my message in a timely manner, so I'm writing you again." Number four, just checking in. This also has an undertone of being impatient or implying you haven't received a response in a timely manner. I understand the impulse to use this when you want an update on something after time has lapsed. At best, this is weak language. It's better to be direct. If you're looking for an update, say that. On both of these last two. If your original email clearly stated when you needed a response, both in the subject line and in the body, another email probably won't do the trick. Try picking up the phone or stopping by their office. If the person has forgotten to respond or is behind, this will go over better than another email. Finally, use thanks in advance sparingly, if at all. If you've asked someone to do something in your message, they haven't had a chance to respond to you, so this comes across as pushy or having assumed you're going to get the response you requested. We spend a lot of time on email. Well-meaning phrases can easily be misinterpreted. Avoid annoying your colleagues by using clear and direct language.