5 Phrases That Make You Sound Unprofessional—And What to Say Instead

Business writing is often a balancing act between being polite, clear, and confident. But some everyday phrases—though common—can unintentionally weaken your message or make you sound less polished than you are. Here are five phrases to avoid, and what to say instead to communicate with clarity and professionalism.

1. "Just checking in…"

Why to avoid: It sounds hesitant and passive.
Say instead: “Following up on [specific item]—do you have an update?”
✔️ It’s direct, respectful of their time, and shows purpose.

2. "Sorry to bother you, but…"

Why to avoid: It undermines your presence and suggests your message isn't important.
Say instead: “I wanted to quickly follow up on…”
✔️ Polite without apologizing for doing your job.

3. "I think maybe we should…"

Why to avoid: Too tentative.
Say instead: “I recommend we…” or “Let’s consider…”
✔️ Clear and confident = more likely to gain traction.

4. "Per my last email…"

Why to avoid: Can come across as passive-aggressive.
Say instead: “To recap my earlier note…” or “As mentioned previously…”
✔️ Keeps things collaborative and friendly.

5. "Let me know if you have any questions."

Why to avoid: It invites a vague response or none at all.
Say instead: “Do you need any clarification before we move forward?”
✔️ It’s proactive and encourages specific action.

By cleaning up these common phrases, your writing becomes more professional, more effective—and more likely to get results. Want help refining your internal comms or client-facing content? Let’s talk.