English Coach - Business communication thet get you results

Stop! Avoid these 5 negative words in your email

Archived under business communication along with 0 EnglishCoach Comments


Jun 16

Stop! Avoid these 5 negative words in your email

Writing effective and results-oriented emails has a lot to do with the choice of words too. The focus must be to write concise, precise and positive emails, even when you’re sending across bad news.

Negative words trigger and reinforce negative reactions subconsciously, and that is not ideal for brand image. In spite of the challenges or situation, you must assure your recipients quality service and prompt products delivery.

Let’s look at five words you must avoid when writing emails:


It sounds very unprofessional, unproductive and shows your lack of resourcefulness when you email a client or co-worker with I cannot send…, I cannot do…, etc. It’s better to ask for more time, resources or assistance to complete the task.

In cases where nothing genuinely can be done, you can tell your client: We are dedicated to best practices, and constantly employ efforts to ensure client satisfaction; however, we’re facing some challenges as regards your request, and hope to find a solution by the end of the working week.


What can be more unfortunate than using unfortunately in your emails. As much as possible, avoid using the word. It kills morale, and nothing said after it has any impact.

You can, for example, tell your client: Thanks for your trust in us, but… or The needs of our clients are a topmost priority to us; however,… or Although your request is being worked on, we’d like to resort to another alternative… etc.


Your client questions your education, training and experience when you tell them a particular task or target is impossible to accomplish. They expect you to find a way around the situation. Telling them that their request is impossible to grant is a turn-off.

Assure them of what steps are being taken, or what alternatives are available to them. It boosts your personal and company image.


Just like impossible, using difficult in your emails does not augur well. If a situation is not easy or requires much work or skill to handle, it is better to use the word challenge instead of difficult.

For example, it is better to say: The challenge is for the company to improve its distribution capabilities, instead of The difficulty for the company is to improve its distribution capabilities.

See the difference?


Telling your client or customer We deeply regret the mistake or It was a mistake shows a high level of irresponsibility and carelessness.

Besides it being a negative word, it tells your client that you didn’t exercise caution, pay attention or research, and that’s why the mistake that was avoidable has occurred.

Instead, say error.

You’ll be surprised at the negative impact these simple words have on your brand and the perception of your clients. Avoid these words. But, if you must use them, do so rarely and ensure that they are preceded by positive power words.

Posted by : Sharmila Gautama

    0 English Comments

Submit Your Comment

Leave a Reply

Your email address will not be published. Required fields are marked *

You may use these HTML tags and attributes: <a href="" title=""> <abbr title=""> <acronym title=""> <b> <blockquote cite=""> <cite> <code> <del datetime=""> <em> <i> <q cite=""> <strike> <strong>

Email: sharmila@englishcoach.co.in
Phone: +91 8056 200 800

EnglishCoach PVT LTD
C2, Prashanthi Appartments
19, 11th Avenue, Ashok Nagar
Chennai - 600 083.