The lack of non-verbal cues in online communication makes it challenging to convey messages. You must choose your words carefully. Throwing around jargon and slang without consideration for the other party might give off the wrong impression.
You can’t predict how people see you in the digital workplace. However, avoiding these passive-aggressive phrases prevents the risk of colleagues misinterpreting your messages.
1. “Noted”
“Noted” is a quick, convenient response people overuse in online work conversations. It supposedly acknowledges messages, but ironically, its brevity implies a lack of engagement. Generic, one-word responses are thoughtless and dismissive.
Instead of mindlessly sending curt responses, engage with the sender by asking questions, making clarifications, or recapping their message. Show that you wholly understand them. Your colleagues will appreciate the extra effort you put into your messages.
2. “I Haven’t Heard From You”
Starting follow-up emails with “I haven’t heard from you yet” is straightforward and convenient, but it sounds rude. Recipients rarely respond well to guilt-inducing openings. They might think you’re making them feel bad for overlooking your prior messages.
Exploreproactive yet polite ways to ask for follow-upsinstead of demanding immediate replies. Note that your coworkers have a lot going on in their personal and professional lives—you must respect their boundaries.
Specify if you need the other party’s response to move along with a time-sensitive project. Be polite but don’t beat around the bush.
3. “I Thought You Knew”
The phrase “I thought you knew that [topic]” sounds condescending and shifts the blame on the recipient. They might even take offense, depending on the conversation. It implies you fulfilled your responsibilities, but the other party overlooked theirs. Never throw these accusations in the digital workplace.
A better approach is to clarify misunderstandings outright—it doesn’t matter who’s wrong or right. Work together to solve problems with your colleagues. If you have a complaint about them, go through the proper channels instead of arguing over email.
4. “Thanks in Advance”
Saying, “Thanks in advance” doesn’t always sound jolly—it also comes across as manipulative and demanding. Recipients might feel coerced into accepting your request. This phrase creates a fabricated sense of pressure that could make them uncomfortable.
Avoid implying assumptions when showing gratitude. Thank the recipient for reading your message and considering your request, but don’t talk as if they’ve already agreed with you.
Or better yet, look for proactiveways to end emails. You could recap the highlights of your message, insert a subtle call-to-action (CTA) phrase, or indicate the best way for readers to reach you. Eliminate vague, generic closing lines from your emails.
5. “CC’Ing [My Boss] for Reference/Visibility”
Suddenly saying “CC’ing [boss] for reference or visibility” during complex discussions implies that you distrust your colleagues. They’ll think you’re disassociating yourself by passing accountability to your boss. It shows poor professionalism on your end.
Only involve your boss when necessary. Hastily mentioning them in every heated message thread ruins yourwork relationship with supervisorsand colleagues. You must learn to collaborate with others and take ownership of your decisions.
6. “As You No Doubt Are Aware”
Throwing jabs like, “As you are no doubt aware [subject]” during conversations sounds arrogant and condescending. They question the other party’s credibility and mock their expertise. Saying these phrases just contributes to workplace resentment, minimizing the likelihood of future projects.
Your coworkers won’t want to work with you anymore. Always use considerate language in the digital workplace. Mention necessary notes and reminders without making the recipient feel bad for overlooking them.
7. “Re-Attaching [File] for Your Convenience”
Saying “Reattaching [file] for your convenience” is a passive-aggressive way to bring up previously sent documents. While seemingly polite, it has undertones of dismay and inconvenience. The phrase guilts recipients into responding because you supposedly went out of your way to upload old files.
Avoid guilt-inducing phrases like these in follow-ups. Just upload any missing or overlooked attachments—don’t subtly accuse the other party of ignoring your messages.
8. “Not Sure if You Saw My Last Email”
The line “Not sure if you saw my last email” implies that the recipient often overlooks important work emails. It accuses them of negligence and demands urgent responses. Depending on the context, they might even take it as a personal attack on their work ethic.
Creating threads is a more polite way to reference previous messages. Reply to the email or chat message you’re referencing, recap the main points, and then suggest an action plan. Guide recipients rather than just guilting and patronizing them.
Stay productive bycreating a systematic inbox management routine. Instantly checking every email that comes your way hurts productivity, but delaying responses creates workflow bottlenecks.
9. “To Be Sure We’re on the Same Page”
Throwing the line “to be sure we’re on the same page” during heated discussions could make you sound condescending. It adds no value to arguments and merely provokes the other party. They might even think ill of you for carelessly throwing generic one-liners instead of stating your opinions properly.
Aim to foster healthy and constructive discussions with your colleagues. Treat them as equals, consider their opinions, and correct them when needed instead of dismissing their ideas. Otherwise, arguments could escalate to workplace bitterness and resentment.
10. “If That’s What You Want to Do”
Saying, “If that’s what you want to do, then [action]” undermines the value of collaboration in the digital workplace. It prioritizes pride over team growth. This phrase implies that you disagree with the other party but would rather have them commit mistakes than waste time brainstorming. Your colleagues might resent you for disrespecting them.
The key to polite yet open communication is moderated dialogue. Host meetings where you and your teammates present ideas, share constructive criticisms, and debate differing viewpoints. ensure an unbiased supervisor mediates these calls.
Stop Using Rude, Passive-Aggressive Phrases
Awareness and caution will help you correct poor communication habits. Read your drafts several times and keep looking for ways to phrase complex statements better. Always consider how messages come across before sending them.
And apart from passive-aggressive phrases, check your old work messages for other mistakes that make you sound unprofessional. See if you unconsciously use spammy subject lines, vague language, and generic closing statements.
