Most deals are not lost in the pitch. They are lost in the small words around it: the vague follow-up email, the status update that says nothing, the “per my last email” that makes a client feel scolded. None of these phrases are rude on their own. Together they tell the other side that you are busy, guarded or not quite sure what happens next.
Below are twelve phrases that show up in client emails and meetings every day, why each one works against you, and what to say instead. The fixes are short on purpose. Clear business writing is mostly about removing the words that hide the point.
Phrases that make you sound unsure
1. “Just checking in”
This is the most common follow-up line in sales, and it gives the reader nothing to answer. It also signals that you have no new reason to write. Say instead: “I am following up on the proposal from Tuesday. Can you confirm by Friday whether the June start date still works?” A date and one question get a reply far more often than a polite nudge.
2. “I think we could maybe try…”
Stacked hedges (“I think”, “maybe”, “try”) make a recommendation sound like a guess. Clients pay for judgement. Say instead: “I recommend we test the lower price for two weeks.” If there is real doubt, name it once and say what would change your mind.
3. “Sorry to bother you”
Opening with an apology frames your message as an interruption before the reader has seen it. Say instead: start with the reason. “Quick question about the invoice dates” respects their time better than an apology does.
Phrases that hide the point
4. “Let’s touch base”
Touch base about what, and when? Meetings booked with this line tend to run long because nobody knows what they are for. Say instead: “Can we take 20 minutes on Thursday to agree the launch budget?”
5. “We should circle back on this”
This usually means “nobody owns this yet”. The topic then drifts for weeks. Say instead: “Priya will send two options by the 12th, and we decide on the 14th.” An owner and a date turn a vague promise into a task.
6. “Moving forward, we will leverage synergies”
Jargon like this sounds like a plan but describes nothing a client can check. Say instead: describe the actual change. “Your account manager will also handle billing, so you have one contact instead of two.” The US government’s plain language guide makes the same point for official writing: use the words your reader would use.
Phrases that put the client on the defensive
7. “Per my last email”
Everyone knows what this phrase means: “you did not read what I sent”. It wins the point and loses the relationship. Say instead: repeat the key detail and move on. “The delivery date is 3 March (details below), so we need the artwork by the 20th.”
8. “As I already mentioned”
Same problem, softer wording. If a client missed something, the fastest fix is to make it easy to find. Say instead: “To recap the three open items:” and list them.
9. “That’s not our policy”
Policy is a reason for you, not for the customer. Quoting it ends the conversation without solving anything. Say instead: “We can’t refund after 30 days, but I can move the credit to your next order.” Lead with what you can do.
Phrases that weaken a deal at the finish
10. “Let me know if you have any questions”
It is polite, but it hands the next step to the client, and most clients will not take it. Say instead: end with the next action. “If this looks right, reply ‘approved’ and I will book the kickoff for Monday.”
11. “This is our best price”
When it is said too early, buyers hear an invitation to test it. Say instead: tie the price to scope. “At this price we include two revision rounds. If budget is tight, we can drop the second round and save 15%.” That keeps the discussion on value, not on discounts.
12. “No worries if not”
Adding an easy exit to a request makes “no” the comfortable answer. Say instead: ask plainly and give a reason. “Could you introduce me to your finance lead this week? It would let us finalise the contract before your quarter closes.”
A quick test before you hit send
Read your message once and check three things:
- Is the point in the first two lines? Busy readers decide from the opening whether to read on.
- Does every request have an owner and a date? If not, it will probably slip.
- Would you say this out loud to the client? If a phrase would sound odd face to face, it reads stiffly in an email too.
Changing a few phrases will not rescue a weak offer. But with a good offer, clear wording often decides whether a deal closes this week or drifts into next quarter. If you want more examples of everyday business wording and what each phrase really signals, BusinessPhrases.net keeps plain-English guides on business vocabulary and workplace communication.
The habit is simple: say what you want, who does it and by when. Clients notice, and they tend to reply faster.
