If you are looking for work, you should be wary of how you craft letters or emails to employers. The words you put in your cover letter, resume or CV are crucial as they can nudge employers to take notice of you.
Similarly, if you are in a business environment, how you say things in emails or communications matter. An impression is important especially in business, and communication plays a gigantic role in creating a good one.
Accordingly, you should know how to communicate thoughts clearly and positively to give off a good impression.
One way to do this is to use positive or power words to your letters. In a similar manner, it is essential to avoid words that can cause confusion or that will undermine a strong statement.
Words to Avoid
- Just. This word implies that the task does not require the necessary time or attention. It also shows that it does not require many skills to execute. More importantly, it downplays that importance of prioritizing it.
- Probably. This word connotes uncertainty. It shows uncertainty or self-doubt over a particular action.
- Try. This word also shows a lack of confidence in your own ability to execute a particular task.
- Think. This word gives another person the license to disregard or dismiss your recommendation or perspective.
- Whatever. This word can be perceived as dismissive and make the reader feel your statement may have lack of accuracy.
- Maybe. This word shows indecisiveness and apprehension.
- Hopefully. This word shows a lack of control over a situation. It also conveys unreliability.
- Sorry. This word diminishes the effort you put into your task or reduces the value of what you are saying.
Now that you know some of the words you need to avoid you will be able to communicate better. Here are a few tips to help you craft a good email.
- Keep it short and simple. When it comes down to it, email is all about getting your point across. Determine what you need and put it into words. Forget about being clever or smart, just ask if you need anything.
- Keep your sentences active. Passive sentences are weak and lazy. Keep them active at all times. Fewer words, fewer mistakes.
- Use Action Words in your Subject lines. Action words like Approval Needed, Question or Need Your Assistance, tells the email recipient an action is required from them to keep the project moving. Also added deadlines in subject line help prioritize actions.
An email is a great tool if used properly. The objective of email is communication. Using the proper words helps get your point across in a powerful way. Productivity will skyrocket if an email is done right in the office.
In any case, email should expedite tasks and should not be a cause for delay. If your bottleneck is email, all you need to do is adjust the way you write. Some people want to write using dictionary words. This makes them feel smarter than they really are. However, it’s smarter to be able to communicate better and help your recipient take the proper course of action.