Welcome to the Grammar Minute, where we’re saving the English language sixty seconds at a time! I’m Lauren Smyth, and last week I told you how not to soften the tone of your emails. Don’t add emojis. Another way people often try to soften emails is by adding a whole lot of extra words. “Please send the budget proposals” becomes “When convenient, would you please forward those budget proposals my way?”
Don’t do this either. Adding extra words obscures important information. And it doesn’t really soften your tone, either—it just makes you sound impersonal and corporate. We all have beef with corporate-speak because it evades responsibility and clarity.
Most people know that email doesn’t convey tone well. The best way to avoid being aggressively blunt is to ask the recipient how they’re doing or mention something personal you both share. For example, before you note that the budget proposals were turned in late, you might say something as simple as: “I hope you’re having a great week so far!” Feel free to have fun with your emails, too. Some messages are meant to quickly obtain information. Others are intended to rally a team and can be humorous. Guys, it’s OK to have fun at work. Just remember to joke with people and not at them, if you want to keep your job.
That’s your Grammar Minute! Visit thegrammarminute.com for more tips and tricks.