With promotion season fast approaching, employees across industries are under the microscope—whether they know it or not. And while hard work and results speak volumes, the language you use in daily emails might be speaking even louder.
“Using language to command attention and leave a lasting impact is a powerful skill to hone,” says David Garcia, co-founder and CEO of ScoutLogic, a firm that partners with HR teams to perform large-scale background checks. “It’s important to recognize and reframe any phrases that may be working against you and damaging your professional relationships in the long run.”
Below, Garcia reveals the email phrases that can quietly undermine your authority, and what to write instead to demonstrate leadership, initiative, and readiness for promotion.
As someone who works closely with HR teams, Garcia has seen firsthand how communication style can influence promotion decisions. These phrases may seem harmless but cutting them from your emails now could be the small change that makes a big difference in how you’re perceived during promotion reviews.
7 common passive email phrases to avoid
1. “I’m just writing to …”
Confident alternative: “I’m reaching out to …” or “I want to update you on …”
Why? Including the word “just” makes your message feel like an interruption. Remove it, and your communication instantly becomes more decisive.
“When we phrase things too tentatively, we make our message seem less urgent or important,” says Garcia. “A confident approach conveys information but also inspires action.”
2. “Sorry for bothering you …”
Confident alternative: “I appreciate your time …” or “I know you’re busy, so I’ll be brief …”
Why? Leading with an apology when it isn’t needed implies you’re a nuisance, and that what you have to say isn’t worth the reader’s attention. A more confident opener frames the conversation respectfully, without downplaying your value.
3. “I think we should …”
Confident alternative: “We should …” or “I recommend …”
Why? Adding “I think” casts doubt on your own suggestion. During promotion season, you want to come across as someone with vision and the confidence to back it up..
4. “Would it be possible to …?”
Confident alternative: “Can you …?” or “Please let me know if you can …”
Why? This phrase can sound overly tentative. Clarity and directness don’t equal rudeness, they show leadership.
“Even though your intentions might be good, niceties may end up frustrating people more than they ease,” says Garcia. “By getting straight to the point, you build trust. People know they can rely on you to be respectful of their time and offer something worthy of their attention.”
5. “I just wanted to follow up on …”
Confident alternative: “I’m following up on …”
Why? “Just” and “wanted to” both make your message sound hesitant and wordy.
6. “If you have any questions, please feel free to ask.”
Confident alternative: “Let me know if you have any questions.”
Why? “Please feel free” sounds overly accommodating. A direct approach is more authoritative.
7. “Hopefully, this makes sense.”
Confident alternative: “Let me know if you need clarification.”
Why? “Hopefully” also suggests uncertainty. The confident alternative invites discussion without self-doubt.
“Over-apologizing or under-asserting yourself can unintentionally send a message of insecurity, which determines how seriously people take you,” says Garcia.
Effective email communication is a delicate art, where every word can hold weight in shaping how your message is received, he said.
“Striking the right balance between clarity, professionalism, and confidence is not necessarily difficult to do. With just a few adjustments in how you phrase things, you can transform a passive message into one that asserts authority while maintaining respect,” Garcia added. “By swapping out weak wording for confident language, you’re not just making your message clearer—you’re signaling that you know your stuff and you mean business. Powerful and clear communication is an asset you will carry throughout your professional journey, online and in-person.”
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Tags: emails, Human Resources, promotions, Small Business, Staffing
