Written By: Gaye Swan

Email is a wonderful way to communicate in our digital age. Unlike a phone conversation, we can think through what we want to say and edit our thoughts before we hit send. When contacting others, we can take the time to craft our emails to be clear, professional, and engaging. However, sometimes even the best writers fall into the trap of relying on cliches and overworked expressions to convey their point. I’ve been guilty of using some of the following expressions – but it’s time to retire these phrases!

Greetings

Hi, Hello, Good Morning, Good Afternoon – all are perfectly fine, especially if you can add a person’s name. If you don’t know a name, do not say “To Whom It May Concern,” the most off-putting phrase out there. If I’m contacting cold, to an “info@companyname.com” address, I stick to a cheerful “Good morning/afternoon!”.

“Hi there” or “Hey there” are too casual and informal. I’m not a big fan of the ubiquitous “Happy Friday” greeting; it felt friendly at first but is becoming overused. Keep the “happy greeting” for actual holidays.

“I hope this email finds you well/I hope you are well.” While intended to be a nice opening, the phrase is too generic. Instead, put a little thought into it. Did you enjoy their latest blog, their presentation at a conference, or even their vacation photos on Facebook? Say that instead:

Hi, Susan! I enjoyed reading your blog on email marketing in last week’s Marketing Magazine; you offered some very helpful insight.

“I’m reaching out” is cliche to the point of becoming a joke. Simply say what you want to say:

I’d love to be able to include a quote from you in my current article.

I would appreciate your help on an upcoming project.

Introductions

There is some debate on introducing yourself. Some feel your email signature, with your full name and company, is sufficient. Others think a short intro is an important reminder of who you are, especially if you are not confident that your recipient will remember you. I’m in the second camp; I appreciate a reminder upfront myself and always introduce myself to a new client or contact:

Hi, Susan! I’m Gaye Swan with Campfire Collective. We met last month at the public relations seminar and I enjoyed our conversation about developing PR strategies. I’m working on a new project, and I’d love to get your help.

Body Copy Words and Phrases

These words and phrases are so tired. Let’s give them a rest!

• As per our discussion/last email: If you truly feel the recipient does not remember what you discussed, or if it has been more than a few days since you talked, you can use this phrase. Otherwise, just hop right to what you need them to do.

• Circling back: Like “reaching out,” this phrase is worn out and cliche. If you feel a softer approach is needed, I’ll give you a pass on “checking in to see…” or “touching base before I leave town…”

• Do you have the bandwidth? Unless you are actually inquiring about signal frequencies, stick to non-jargon English: Will you be able to participate? Do you have time to help me with this?

• I am writing to you because… This phrase falls into the “reaching out” category. Skip it and see how much better it sounds: I’m writing to you because I’d like your input on a project vs. I’d like your input on a project. 

• Avoid the term “I think,” as in “I think you’ll be interested in our project.” Instead, tell them why the project is worthy of their interest.

• “Really” should really never be used. You really don’t need it. The term is really unnecessary. Sentences will really read the same without it. Really! 

Closing

“Please do not hesitate to contact me…” If you want them to contact you, say so and tell them how:

If we can help you with your marketing strategy, please give us a call at XXX-XXX-XXXX.

If you need them to contact you within a time frame, be direct:

My team is finalizing our lineup of guest speakers on Friday, so if you are interested, please let me know by Thursday at 5:00 p.m.

“I look forward to hearing from you” is acceptable, but a little redundant. Of course you are looking forward to hearing back, otherwise, why write the email?

It should go without saying that a professional email should not end with “love,” but based on my quick glance at annoying email trends, it does happen. Retire this word from your business emails immediately as a sign-off. Replace it instead with: regards, kind regards, thanks, thanks again, best regards, or best wishes. If you are going for a friendly vibe, “cheers” and “warmly” are good choices.

Here’s to writing strong emails with minimal fluff and maximum engagement!