If you’ve ever felt anxious after opening a work email, you’re not alone. A new ZeroBounce survey found that 53% of workers intentionally avoid certain emails because of how they’re worded. The problem isn’t just volume — it’s tone. Some email phrases to avoid at work trigger stress, passive aggression, or even burnout. As teams rely more on digital communication, mastering the right tone has become a critical soft skill for workplace trust and collaboration.
Top 10 Email Phrases to Avoid at Work (and What to Say Instead)
Certain common expressions can instantly shift an email’s tone from helpful to hostile. Phrases like “Per my last email,” “Need this ASAP,” and “Friendly reminder” often backfire by sounding dismissive or impatient. Instead, opt for clarity and empathy:
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“Following up in case my last message got buried” instead of “Per my last email.”
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“Can you send this by 3 PM Thursday?” instead of “Need this ASAP.”
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“Quick reminder about Friday’s deadline” instead of “Friendly reminder.”
These swaps keep communication professional, human, and clear — qualities every workplace needs in 2025.
How Leaders Can Model Better Email Habits at Work
Leaders set the tone for communication culture. By avoiding harsh or unclear email phrases at work, managers can promote psychological safety and reduce employee anxiety. Use scheduled send features to respect boundaries, avoid after-hours messages, and encourage AI tools like ChatGPT to check tone before sending. Clear, kind communication doesn’t just prevent burnout — it builds credibility and trust across teams.
FAQ: How to Write Better Emails at Work
Q: Why do certain email phrases cause stress?
A: They sound demanding, vague, or passive-aggressive — triggering anxiety or defensiveness.
Q: What’s the best way to improve email tone?
A: Be specific, polite, and transparent about deadlines and expectations.
Q: Can AI tools help with email tone?
A: Yes — tools like ChatGPT can help you rephrase unclear or harsh messages before sending.
Final Thought:
The best workplaces communicate with empathy. Knowing which email phrases to avoid at work can transform not just your inbox — but your entire office culture.
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