Are you letting yourself down over email at work? The gendered stereotype suggests that women’s emails are too friendly, less persuasive, often include qualifying statements such as “I think” and “I feel,” and use so-called “permission words” like “just.” Not only that, but we tend to rely more heavily on those trusty exclamation points!

While having friendly relationships is important in any business setting, being assertive without being aggressive when writing your next professional email will help you command respect and build your reputation at work. Today I’m sharing eight simple tips to instantly make your emails smarter and more professional.

Cut Out The Word ‘Just’

Using “just” in an email can come across as a passive apology for asking a perfectly normal question in a professional setting. “I just need to ask you about your report” minimises your own needs – it’s essentially a preemptive apology!

To avoid this, simply review your emails before sending and delete any unnecessary uses of “just” (e.g., “I’m emailing to see if you have those reports”). By eliminating these filler words, you can communicate with confidence and instantly come across as more assertive.

Use An Active Voice

✘ The report was submitted by me before Tuesday’s meeting.

✔ I submitted the report before Tuesday’s meeting.

The fact is, societal conditioning has taught women to be submissive in order to avoid being labeled as bossy or aggressive. But when it comes to writing emails, this mindset can hold us back. Using a passive voice can make us sound timid and weak, which is hardly the impression we want to make in a professional setting.

That’s where active voice comes in. It may feel uncomfortable at first, but trust me, it’s worth it. Active voice makes you sound assertive and confident, even if you’re not feeling that way at the moment. Don’t let society’s gender expectations limit your success – start using active voice in your emails and watch your professional persona soar.

Check Your Spelling and Grammar

Your work emails are a reflection of your professionalism, and poor spelling and grammar can damage your credibility. Nobody wants to be seen as careless or silly, right? Always proofread your emails before hitting send, and use tools like spell check and grammar check to catch errors.

Remember to be extra cautious with proper nouns, like a company or an HR person’s name. Trust me, I’ve been on the hiring side and incorrect name spellings are a deal-breaker. Take that extra minute to make your message shine – it’s worth it!

Finally, be mindful of choosing appropriate slots for using exclamation points, and try. Consider them like spice in your writing: they add flavour, excitement, and emphasis when used correctly. However, just like too much spice can ruin a dish, too many exclamation points can ruin your emails – use them sparingly to ensure they pack the punch you intend.

Be Clear and Concise

Your colleagues are busy, and will appreciate being able to digest your email as quickly as possible. The last thing you want is to intimidate your reader with a wall of text that screams “read me if you dare”.

When writing work emails, try to use as few words as possible to get your message access. Avoid lengthy sentences or paragraphs and get straight to the point. Try using bullet points or numbered lists to break down complex information into manageable chunks. Your emails should be as easy on the eyes as they are to understand. If the content of your email can’t be written quickly and concisely, it’s probably better off being said in a meeting or over a phone call.

Break Up Your Emails, Starting A New Paragraph For Each Point

To enhance the readability of your emails, each new task point should begin a new paragraph. Aim to keep each paragraph to no more than two short sentences. Use headings, bullet points, and numbered lists to break up large blocks of text. Use bold or italicised text to emphasise important points.

Use Simple Language Swaps

As a women’s career coach, I’ve seen my fair share of email faux pas! Below I’ve put together nine simple language swaps based on the most frequent slip ups I see. The beauty of these swaps is that you can implement them straight away and instantly sound more confident and professional at work:

Consider Your Timing

You’ve just written what you think is the perfect work email – clear, concise, and to the point. But did you consider the timing of your message? Believe it or not, the time you hit “send” can greatly affect how professional you appear. Sending emails too early or too late in the day can give the impression that you’re not on top of your game. Keep your inbox organised, reply to urgent emails promptly, and send updates to those whose tasks require more time. Remember, you also have the option to ‘schedule’ emails to go out later, meaning you can deal with your emails at a time that suits you but make sure it lands in the recipient’s inbox at a suitable hour.

Avoid Slang and Abbreviations

Using slang or abbreviations in your work emails can make you sound unprofessional. Stick to using standard English, and avoid using emojis or acronyms that may not be familiar to everyone in your workplace.

Use a Professional Signature

Your email signature is another opportunity to showcase your professionalism. Use a professional-looking signature that includes your name, and depending on your profession, a contact phone number, link to your LinkedIn profile, and/or a few links to sites of relevance to you and your role.

The bottom line is, sounding like a professional in your emails isn’t rocket science! Try implementing these simple yet effective tips in your emails at work this week and you’ll find it becomes second nature in no time.