How to Say It Politely in an Email: The Ultimate Corporate Translation Guide
Every office worker has typed something honest, stared at it, then deleted it and written 'Hope you're well!' instead.
Here's a translation guide: what you're thinking on the left, what you should send on the right. All of them are safe to send, and everyone will know what you mean.
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When someone hasn't read your email
- Thinking: Did you even read my last email? - Send: As mentioned in my previous email...
- Thinking: I've asked three times. - Send: Just circling back on this one.
- Thinking: Scroll down. - Send: Please see the thread below for context.
When the deadline is being ignored
- Thinking: Where is it? - Send: Just checking in on the timeline for this.
- Thinking: This was due yesterday. - Send: Could you let me know when I can expect this?
- Thinking: I'm escalating this. - Send: Looping in [manager] for visibility.
When you're being asked to do someone else's job
- Thinking: Not my job. - Send: I think [name] would be best placed to help with this.
- Thinking: No. - Send: Unfortunately I don't have capacity for this at the moment.
- Thinking: Google it. - Send: This guide might be helpful: [link].
When a meeting could have been an email
- Thinking: Why am I here? - Send: Could you share the agenda ahead of time?
- Thinking: This could have been an email. - Send: Happy to pick this up over email if easier.
- Thinking: Stop talking. - Send: Conscious of time, shall we take the rest offline?
Polite sign-offs with hidden meanings
- Thanks in advance (you are doing this).
- Any questions, let me know (please don't have questions).
- Kind regards (no longer kind).
- Best (not your best).
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How to write it so it lands
- Read it once more before sending, pretending you're the person getting it.
- Keep the irritation out of it. The polite wording makes your point for you.
- If you're angry, save it as a draft and send it in the morning.
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Frequently asked questions
How do you politely say 'as I said before' in an email?
Try 'As mentioned in my previous email' or 'To reiterate' - clear, professional and quietly firm.
How do you chase someone politely by email?
'Just circling back on this' or 'Could you let me know when I can expect this?' keep it friendly while making the ask clear.
How do you say no politely at work?
'Unfortunately I don't have capacity for this at the moment' is honest and hard to argue with.
What is a good example of how to say it politely in an email: the ultimate corporate translation guide?
"Thinking: Did you even read my last email? - Send: As mentioned in my previous email..." is one of 16 examples on this page. Pick the one closest to the tone you want, then add a specific detail of your own - a shared memory, a date, a name - so it reads as yours rather than copied.