With much of communication being done online, it can be easy to lose a sense of professionalism and to seem less confident because of the vocabulary and writing style use utilization in email.


Whether to include an extra exclamation mark or an emoji is not the biggest decision when sending an email, as a matter of fact the important parts are the words and vocabulary you utilize! 


Conveying your message properly will help get the answer you are trying to find. By using filler words to hide a message or portray a sense of tentativeness, you are just weakening your message and creating confusion. 


Here are ways to sound more confident when sending emails:

1. Avoid sorry

The need for sorry after every little mistake is unnecessary and you may be saying it out of habit rather than offending someone or making an error. 


If the circumstance is extreme and a sorry is required, then consider planning a time to meet up and communicate in person instead.


2. Avoid maybe 

‘Maybe we should do 2:00pm instead of 3:00pm” or “maybe we should hire the other candidate instead?” These two uses of maybe are common workplace examples and could both do without the “maybe”.


Replace this with “I can” and “Let’s do it!” to minimize any uneasiness. By being straight to the point, without being rude, a decision will be made in a faster and more efficient manner.  


3. Avoid I think 

While it is normal to be uncertain at times, the use of “think” diminishes any confidence and just adds to the lengthiness of the sentence. 


For example, “I think I am interested in this job, but do you think I would perform better at this other job?”


Distracting the reader with filler words only hides your message and takes away from the reason why you are sending an email in the first place! 


Removing “I think” from your sentence will make you sound more confident and polished. 


4. Avoid long words

Use simple language and short sentences, it is an email not the next best-selling novel!


Precise and easy to read emails will improve response time and minimize confusion by the reader.


While large words can make you sound more intelligent and knowledgeable, it is not the best option when you are simply trying to secure a meeting date or book a venue. 


Listed below are some final bullets to remember when drafting an email:

  1. Proofread, there is nothing worse than spelling words incorrectly or using the same words too frequently.
  2. Include a subject line, if your message is short enough, you may be able to include the content of the email just in the line.
  3. Limit the number of emails you send to the other party, consider combining your questions into one concise email to avoid spamming.
  4. Be consistent in your response time, the average time to respond is 24-48 hours. 
  5. Know your situation, if this is a best friend you will respond with less formality. If it is your boss, you will be more professional.


Communicating online can be tricky and make you sound less confident when you use certain words. By avoiding “sorry, maybe, think and large words” you can improve your ability to communicate effectively.