In the world of business, emails are a digital extension of ourselves and our brands.
The language you choose to use can either portray you as someone classy and considerate, or it can make you come off as tacky, cold, or passive-aggressive.
Today, I want to highlight eight phrases that classy professionals simply don’t use in their emails.
Let’s break them down (and suggest some better alternatives).
1. Circle back
I still cringe a little whenever I see “Circle back.”
I used to drop it into my emails—thinking it sounded proactive or dynamic—until one day a colleague pulled me aside and asked, “Why don’t we just say we’ll ‘follow up’?”
He’s not alone in this thinking, it seems. In a survey by Preply, “Circle back” was voted the most annoying corporate jargon of all.
Why does it bother people so much? Probably because it’s vague, overused, and feels like a filler phrase that doesn’t actually clarify what you plan to do.
What to say instead
Try something more direct:
- “I’ll follow up with you next week.”
- “Let’s reconnect tomorrow.”
- “I’ll get back to you with an update.”
These alternatives communicate the same intention but sound much clearer and friendlier.
2. Just looping in
According to another study, “Just looping in…” tied for first place with “As per my last email” as the top phrase that irritates recipients.
The word “just” alone can sound minimizing, as if you’re sheepishly poking your head in.
On top of that, “looping in” feels like corporate fluff. When we say it, we often mean well—we’re bringing someone into the conversation—but the wording grates on people, who see it as condescending or overused.
What to say instead
- “Adding you here for your thoughts…”
- “Including you in this thread for your input…”
I’ve mentioned this before in a previous post: clarity and sincerity go a long way in email communication. If you’re pulling a third party into a discussion, say so in plain language.
3. As per my last email
This phrase is widely regarded as a sneaky way of saying, “I already told you this, so pay attention.”
Many of us have used it without malicious intent. But let’s face it, it reads like an implied sigh—an eye-roll, if you will.
What to say instead
- “I’d like to clarify what I mentioned previously…”
- “Let me restate my earlier point…”
- “Here’s a quick recap from my previous email…”
Replace “As per my last email” with a more genuine statement that removes the passive-aggressive undertone. You’ll maintain your professionalism and keep relationships smoother.
4. I thought you knew
This one has a distinctly passive-aggressive ring to it, right? No wonder it came in as the 12th worst passive-aggressive phrase in a Preply survey.
Imagine someone telling you, “I thought you knew,” in person, with a shrug and a half-smirk. Not so classy, right?
In an email, it’s even worse because tone can be misread. It implies that the other person was clueless and should’ve been aware.
What to say instead
- “It seems there may have been a misunderstanding…”
- “Let’s clarify this point…”
- “I should have mentioned this sooner…”
5. To whom it may concern
It should come as no surprise that “To whom it may concern” was rated the second worst greeting by 37% of respondents in a survey by PerkBox.
It sounds formal to the point of coldness.
Sure, there are situations (like a generic cover letter) where you might not know the recipient’s name. But if you do know who you’re emailing, using “To whom it may concern” is basically telling them you didn’t care enough to personalize it.
What to say instead
- “Hi [Name],” (if you have their name)
- “Hello [Department/Team Name],” (if it’s a group and you know who they are)
- “Hello,” (as a last resort)
In the world of business, forging personal connections is huge. So, if you have the name of the person you’re emailing, use it. That small detail matters.
6. Lean in
This phrase started as a motivational mantra, famously popularized by Sheryl Sandberg in her book Lean In.
However, over time, “lean in” turned into a buzzword that many people now roll their eyes at. It often lands like hollow motivational fluff, especially in emails where the context might not fully justify its usage.
What to say instead
- “Let’s tackle this head-on.”
- “I’d like to address this proactively.”
- “I propose we approach this directly.”
If you truly want your team or your clients to feel encouraged, opt for language that’s straightforward and inspiring—without the corporate jargon.
7. Cheers
Surprised to see “Cheers” on the list?
Me too.
However, Perbox’s data shows that 26% of people called out “Cheers” as one of the worst email signoffs.
I will say that depending on where you’re from, “Cheers” might be perfectly normal. In some cultures, it’s a lighthearted way to say goodbye.
However, in a more global or corporate context, it can come off as overly casual or even flippant.
What to say instead
- “Kind regards,”
- “Thank you,”
Try a signoff that matches the tone of your email.
If you’re emailing a close colleague with whom you share a friendly rapport, “Cheers” might be fine. Just be mindful of who’s on the other end.
8. No offense, but…
When someone starts a sentence with “No offense, but…,” it usually means the next words will be offensive, right?
It’s a conversational tic in spoken language, but in emails, it can really stand out as unprofessional.
It signals you’re about to say something harsh while trying to preemptively absolve yourself of any hurt feelings. That’s not exactly classy.
What to say instead
- “I’d like to share a concern…”
- “I have a different perspective on this…”
- “Here’s my take, though it might be tough to hear…”
Honesty is crucial, but there’s a big difference between clarity and crassness. A straightforward, empathetic statement goes a lot further than a “No offense, but…” preamble.
Final thoughts
Emails remain a fundamental part of how we communicate in our personal and professional lives. And, if you’re anything like me, you probably fire off a dozen or more of them each day without giving them a second thought.
But words matter—a lot. Little phrases can carry big undertones.
If you find yourself unconsciously slipping into these cliche or passive-aggressive lines, it might be time to pause, reflect, and choose your words with intention.
When in doubt, aim for clarity, kindness, and straightforwardness. It’s a lesson I’ve had to learn through experience, and I’ve seen how it can drastically improve team dynamics and client relationships.
Until next time, friends.
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