Let’s be honest. Email is the lifeblood of the modern assistant. It’s how you keep the plates spinning, the projects moving, and your executive’s world perfectly choreographed. But as much as we like to think we’ve got our inboxes under control, even the most seasoned Executive or Personal Assistant can fall into the trap of using tired or misunderstood email phrases that send the wrong message.
A recent Forbes survey highlighted the email expressions that make co-workers cringe. When you’re the gatekeeper to the executive’s inbox, those nuances matter more than ever. The way you write sets the tone not just for you, but for your principal, your office, and your entire company’s brand.
So, let’s polish that email etiquette and make sure every message you send hits the right note.
1. “Need this ASAP”
Why it makes people twitch: It’s urgent, but also abrupt. It tells someone to hurry without explaining why or by when.
What to say instead:
“Could you please send the final deck by 3 pm today so the CEO can review before the client call at 4?”
Specifics and courtesy show respect. Urgency doesn’t need to sound like a fire drill.
2. “Can we chat?”
Why it’s vague: It sounds harmless, but when you’re on the receiving end, it can induce the same dread as “we need to talk.”
Better:
“Can we do a quick 10-minute call tomorrow morning to confirm the meeting logistics?”
It shows purpose and respect for time, which remains your most valuable currency.
3. “Per my last email”
Why it stings: We’ve all used it, but it can come across as “if you’d read properly the first time.” No one likes that energy.
Try this:
“Just looping back on the details below. Please let me know if there’s anything else you need from my side.”
It’s friendly, professional, and gets you what you need without the passive-aggressive undertone.
4. “Action required”
Why it can sound harsh: Yes, you want them to do something, but “action required” sounds like it came straight from a government memo.
Better:
“Please review and share feedback by Wednesday so I can finalise this for the CEO’s review.”
Collaborative language makes people more likely to respond quickly and positively.
5. “Following up again”
Why it wears thin: After a few rounds, it starts to sound like a broken record.
Alternative:
“Just checking in to see if you had a chance to review the proposal. Would next Monday be a good time for me to resend?”
Gentle persistence always outperforms digital nagging.
6. “Let’s take this offline”
Why it’s corporate-speak overload: “Offline” could mean anything from a Zoom chat to a secret meeting in the car park.
Try:
“Let’s jump on a quick call tomorrow at 11 am to finalise this. It should only take ten minutes.”
Clarity always wins over jargon.
7. “Just looping in…”
Why it’s risky: Sometimes useful, but it can imply you’re handing off a problem or overloading someone unexpectedly.
Better:
“I’m adding Sarah here since she’ll manage the next steps on scheduling. Thanks, Sarah.”
A small change turns delegation into collaboration.
8. “Not sure if you saw this…”
Why it sounds condescending: It implies the recipient missed something or ignored you.
Try this instead:
“Resurfacing this in case it got buried in your inbox. Completely understand how busy things get.”
Empathy goes a long way in smoothing digital interactions.
9. “As discussed”
Why it can confuse: Which discussion? Yesterday’s Zoom, last week’s coffee catch-up, or a board meeting in 2022?
Better:
“Following our chat yesterday about the Q4 event schedule, here’s the draft for review.”
Context is your best friend, especially when managing multiple threads and time zones.
10. “Thanks in advance”
Why it divides opinion: Some people see it as presumptuous, as if you’re assuming they’ll do it whether they want to or not.
Try this:
“Really appreciate your help with this. It will make tomorrow’s prep go so much smoother.”
It’s softer, warmer, and still expresses gratitude, which should never go out of style.
The Assistant’s Golden Rules of Email
- Context is king. Don’t just ask for something, explain the “why.”
- Be human. Robots send commands; assistants build relationships.
- Use clear subject lines. Your email should pass the “search test” – can someone find it in two seconds?
- Proof before you send. A typo in your CEO’s email can cause unnecessary confusion.
- Tone-check before you hit send. If it feels too blunt, it probably is.
Your emails are your invisible handshake, the way you build trust, set boundaries, and reflect your executive’s brand. So next time you draft one, take a breath, read it once through the recipient’s eyes, and imagine it’s the only impression they’ll have of your office that day.
Polish it. Soften it. Add that little touch of humanity that only a great assistant knows how to deliver.
Because anyone can send an email. But it takes a world-class Assistant to make it land beautifully.