9 Phrases That Make You Sound Less Intelligent in Emails, According to CEOs

You probably think your emails are fine. Most people do. You hit send without a second thought, confident the message landed exactly the way you intended. But here’s a quiet truth that a lot of senior executives won’t say to your face: certain phrases you use daily are quietly chipping away at how intelligent and capable you appear. It’s a bit like showing up to a job interview with a small stain on your shirt – no one mentions it, but everyone notices.

Research from a survey of 2,000 U.S. office workers found that roughly nine in ten people say they’ve regretted the contents and language of an email right after sending it, and more than a quarter say an email has actually hurt their careers. That’s a staggering number. The words you choose in a professional email aren’t just filler – they’re a direct signal of how you think. Let’s dive into the nine phrases CEOs say you should retire immediately.

1. “Just Wanted to Check In…”

This one feels harmless enough. Friendly, even. But it subtly undermines everything you’re trying to communicate. The word “just” downplays the importance of the task or work item being discussed – it implies the item should not be prioritized or doesn’t require significant skill, time, or attention.

Think of it this way: if a doctor walked into your room and said “I just wanted to check in on your results,” you’d instantly feel less confident about the whole situation. Confidence, in written form, is projected through directness. Instead of softening your ask, try something like “Do you have feedback on the copy I sent over?” and follow up with a concrete deadline, because hedging with qualifiers signals uncertainty.

2. “As Per My Last Email…”

Oh, this one. Honestly, there are few phrases in professional email culture that carry as much passive aggression in such a small package. It signals frustration, sure, but more than that, it tells the reader you’ve stopped trying to communicate and started trying to score points instead.

Clarity and tone are two of the most influential factors in determining how a message is received, and research indicates that misinterpretation of tone is one of the most common challenges in email communication. When you write “as per my last email,” you’re essentially announcing that the conversation has broken down. Most email problems stem not from grammar mistakes, but from unclear tone, poor structure, and lack of professionalism. Recap the relevant point clearly, without the attitude, and move forward.

3. “I’m Sorry to Bother You, But…”

Here’s the thing – apologizing before you’ve even said anything is one of the fastest ways to lose credibility in writing. Unnecessary apologies like “I’m sorry” or “my bad” are completely unnecessary and diminish the value of your voice. Make statements and ask for what you need without apologizing first.

Over-apologizing can feel polite on the surface, but it signals deep insecurity to the person reading it. Executives who scan dozens of emails a day respond to directness, not self-deprecation. In the business world, people judge you by how you write – and that includes grammar mistakes, missing job titles, or simply not using a clear subject line. Start with your point. The reader can handle it.

4. “Does That Make Sense?”

This phrase sneaks into emails constantly, often added at the end as a well-meaning attempt to invite feedback. The problem? It almost always lands the wrong way. Asking people if something makes sense can be condescending since it implies the reader isn’t intelligent enough to understand what you wrote, and it also demonstrates a lack of confidence in your communication.

It’s a lose-lose. Either the reader feels patronized, or they sense that you’re not fully confident in what you just wrote. Both outcomes are bad. A stronger alternative is to write something like “Please review the agenda and let me know if any changes are needed,” which signals that you value their feedback without questioning their comprehension.

5. “Let’s Circle Back on This”

ZeroBounce analyzed over one million emails across multiple internal inboxes to see which phrases show up most often in real communication, looking at data sent and received between January 2024 and October 2025. The results? “Circling back” is one of the most overused phrases clogging professional inboxes everywhere.

It has been called “the least-kept promise in the professional world.” When you tell someone you’ll circle back and never define when or how, it reads as avoidance dressed up in corporate language. As ZeroBounce’s CEO Liviu Tanase noted, “the same buzzwords keep sneaking back into our inboxes, and even AI has picked up on our bad habits.” Give a specific date, a concrete next step, and skip the vague orbit.

6. “I Think We Should Probably…”

Stack “I think” and “probably” together and you have created the linguistic equivalent of a wet handshake. Both words in isolation already weaken a sentence. Together, they make you sound like you’re auditioning an idea rather than proposing one. The word “probably” implies uncertainty, and if you are hesitant about something, it’s far better to provide a more realistic and honest alternative.

Let’s be real: leaders don’t hedge like this. They state what they believe and back it up. The truth is, you don’t need to write a lot or use complex hedging language to sound smart – clarity and confidence are what actually communicate competence. Drop “probably.” Replace “I think” with a direct assertion. Watch how differently people respond.

7. “Reaching Out” and “Low-Hanging Fruit”

Among more than one million real emails analyzed, “reaching out” leads the pack with over 6,100 appearances, making it the reigning champion of corporate jargon. It’s the modern version of “I am writing to you” – technically fine, but so overused that it now reads as hollow filler.

“Low-hanging fruit” falls into the same trap. It’s a mainstay in the Hall of Hated Buzzwords, referring to actions that are easy to do – but it never refers to actual produce. It’s just a way to call something “easy but still worth doing,” and like other business buzzwords, it adds virtually nothing to a conversation. Research shows that using vague vocabulary can undermine trust in your message. Say what you mean. Directly and specifically.

8. “Correct Me If I’m Wrong, But…”

This phrase is tricky because it can sound humble. And sometimes humility is great. In email, though, it tends to read differently than intended. The phrase suggests the writer is either uncertain or defensive, essentially saying “I think I’m right, but maybe you know more than I do,” which can come off as rude.

It’s a bit like starting a sentence with “no offense, but” – the listener immediately braces for offense. The subtext is muddy at best and antagonistic at worst. Using these types of phrases doesn’t make you sound smarter or more professional – it just makes you sound out-of-touch and unoriginal. Instead, simply ask a clear, neutral question and let the information do the work.

9. Generic Descriptors: “Great,” “Amazing,” “Awesome”

You wrapped up a project. A colleague sent over a proposal. Your response? “Looks great, thanks!” It feels efficient, even warm. Yet these throwaway words reveal something uncomfortable – that you didn’t actually think about what you’re responding to. The word “great” is simply too generic to indicate that any thought has gone into what is being communicated, and many people use these generic descriptors more out of laziness than out of a lack of intelligence or limited vocabulary.

Research studies have found a positive correlation between the variety of a person’s vocabulary, their perceived intelligence, and their income, with people ascribing higher intelligence to those who use interesting – though not showy – vocabulary. You don’t need to write like a thesaurus exploded. The words you choose do not have to be high-sounding or overly complicated – they just need to show some thought has gone into choosing them. Instead of “great,” try “thorough,” “well-structured,” or “exactly what we needed.” The difference is smaller than you think, but the impact isn’t.