Why Certain Email Habits Stress Out
Date
Email remains one of the main ways we communicate at work, but certain common phrases can unintentionally cause confusion, stress, or frustration. A recent ZeroBounce survey shows that many workers feel overwhelmed by vague or urgent-sounding messages, even when the sender didn’t intend any pressure.
The good news: small wording adjustments can make email clearer, calmer, and more collaborative.
Below is a breakdown of 10 commonly used phrases, why they can be misinterpreted, and what you can say instead.
1. “Need This ASAP”
Why it misses the mark Often creates urgency that may not be necessary. Without context, people assume it’s a fire drill.
Better options
- “Can you send this by Thursday at 3 PM?”
- “When you have a moment today, could you review this?”
- “What’s a realistic time you could get this back to me?”
2. “Can We Chat?”
Why it misses the mark Vague and open-ended — people often assume something is wrong.
Better options
- “Can we connect about the Q4 budget this week?”
- “Do you have 10 minutes tomorrow to talk through the client update?”
- “Quick question about the timeline — can we discuss today?”
3. “Per My Last Email”
Why it misses the mark Commonly interpreted as passive-aggressive or scolding.
Better options
- “Following up in case my earlier email got buried.”
- “Resurfacing this here for convenience.”
- “Sharing this again below for easy reference.”
4. “Action Required”
Why it misses the mark Can feel abrupt or demanding, especially without context.
Better options
- “Here’s what needs attention by Friday.”
- “Next steps for us to review.”
- “Could you take a look at these items when you can?”
5. “Following Up Again”
Why it misses the mark The word “again” can sound frustrated or blaming.
Better options
- “Bumping this up in your inbox.”
- “Checking in on this when you have a moment.”
- “Wanted to reconnect on the note below.”
6. “Let’s Take This Offline”
Why it misses the mark May sound dismissive or like the conversation is being shut down.
Better options
- “Would a quick call help clarify the details?”
- “Happy to continue this 1:1 — what time works for you?”
- “Let’s move this to a short meeting to finalize.”
7. “Not Sure If You Saw This”
Why it misses the mark Often interpreted as passive-aggressive or accusatory.
Better options
- “Resending in case this got lost in the shuffle.”
- “Sharing again here just to surface it.”
- “Adding this back to the top of your inbox.”
8. “Please Advise”
Why it misses the mark Feels curt, formal, and demanding, often without enough context.
Better options
- “How would you approach this?”
- “What’s your recommendation?”
- “Do you have guidance on the next step?”
9. “Friendly Reminder”
Why it misses the mark Frequently reads as condescending, especially if the tone doesn't match the message.
Better options
- “Quick reminder about the Friday deadline.”
- “Checking in on this before the end of the week.”
- “Re-sharing this in case timing is tight.”
10. “Circling Back”
Why it misses the mark Feels generic, robotic, and overused — lacks personal context.
Better options
- “Following up on our conversation from last Tuesday.”
- “Any update on the proposal we discussed?”
- “Wanted to check in on this item from last week.”
How Leaders Set the Tone
Leaders strongly influence email culture. Clear, respectful communication helps reduce inbox stress and signals healthy expectations.
Helpful habits include
- Using specific deadlines instead of “ASAP”
- Scheduling after-hours messages for the next workday
- Giving context for requests
- Encouraging teams to check tone before sending
- Choosing clarity over shorthand or corporate clichés
A More Thoughtful Way to Communicate
Improving email doesn’t require big changes — just intentional phrasing. When you remove ambiguity and choose warm, specific language, your messages are easier to understand and receive.
Small shifts create more supportive, human-centered communication at work. One message at a time, inboxes can feel manageable and respectful.
Source ZeroBounce, 'Inbox Exhausted: What Email Habits and OOO Messages Reveal About Burnout Culture,' November 2025.
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