Some words are not mistakes, but they make you sound less confident, less reliable, or less interested than you are. The 10 to avoid in business emails are absolutely, actually, basically, hopefully, honestly, just, kind of, no problem, really (with its cousin very), and sorry. A more precise word almost always works better.
Two earlier posts explain how to formulate greetings in business mail and what to avoid when you write a business email to your coworkers, your boss, or your clients. Some mistakes in business correspondence are obvious and easy to avoid. Others need more attention. But mistakes are easy to spot and to fix. Words and expressions that are not mistakes, yet make you sound less competent or professional, are much harder to notice.
Terms to avoid in business emails
The following words are not wrong in business correspondence. That does not mean they cannot harm you. They can make your clients or business partners think that you are far less confident, reliable, or interested than you are. Don't undermine your emails by filling them with these terms.
1. Absolutely
In most sentences, absolutely is redundant. It is usually meant to say that something is of great importance. If so, use a word that says exactly that, such as essential or mandatory.
2. Actually
Over time, actually has become a popular word that is often used out of its proper context, and far too often. Using actually may seem like a good way to state your opinion or get a point across, but it is actually unnecessary in most cases. It can make you sound unsure or a little condescending, rather than eager and to the point.
3. Basically
Basically has gone the same way as actually. It is overused, and so it has lost its meaning and all the strength it once had. Instead of saying basically, explain the matter in simple terms right away.
4. Hopefully
This one is less obvious than the others, but hopefully can still undermine your confidence in an email, or even in a conversation. In the worst case, it makes you seem unreliable. If you can hopefully finish something, you are saying that you are not sure you will make it, or that you have no control over it at all. Instead, give an honest estimate or a deadline that you are sure to meet.
5. Honestly
Honestly adds emphasis, but that is not all it implies. It also suggests that other things you said may not be fully honest or true. If that is not the case, avoid it.
6. Just
This is about the way just is used when it undermines your confidence, mostly in phrases such as I just wanted to ask. It shows that you do not want to disturb anyone, but at the same time it diminishes your request or, even worse, your role and your position. Don't just want to ask a question: ask it.
7. Kind of
In correspondence, especially in important business emails, you need to be precise and accurate. Vague terms like kind of or sort of water down your opinion or statement. In the worst case, you seem to have no idea what you are talking about. If you are about to write kind of in an email, find out more about the matter first. At least the phrase tells you that there is something you need to clarify.
8. No problem
No problem is a common answer to a request. But it implies that the favor you were asked for was not a real problem, and that someone else, or the person who asked, could just as well have solved it. To avoid playing down a colleague's or a client's request, write I will gladly do that or I am happy to help instead. And if you are about to write no problem in reply to someone who thanks you for your help, write it was my pleasure.
9. Really and very
Like honestly, really is used for emphasis. In everyday speech it is common as a reply to an unbelievable story, or in front of an adjective. In most places where you want to call something really important or really confusing, though, there is a better word. Is something really important? Then it may be crucial or urgent. If something is really confusing, it may be complex.
Very works the same way: it modifies another word, and in business correspondence it can and should be replaced by a stronger one. If you overuse very, it even has the opposite effect: your statements seem less important and less thought through. These words are close relatives of the crutch words that weaken speech and writing alike.
10. Sorry
There are two problems with sorry. The first is that it is often used as a false apology, and so it is overused. If you cannot make it to a proposed appointment, say so and ask to reschedule. That is no reason to apologize.
The second problem is that sorry is rather informal. You say it to your friends, or to someone you accidentally bump into on the street. If a mistake has happened and you want to apologize sincerely, use a more formal phrase, such as I apologize for the mistake.