Tips for Writing Business Emails That Don’t Sound Fake

We’ve all gotten those “Dear Valued Customer,” emails. “I trust this email finds you well,” and other phrases no actual human has ever said out loud. Let’s fix that.

The Follow-Up That Works
Skip: “Just checking in on this…”
Try: “Hey! Any thoughts on those website mockups? I’m excited to hear what resonates with you.”

The Boundary-Setting Email
Skip: “As per my professional policies…”
Try: “To make sure I can give your project the attention it deserves, here’s what works best:”

Clear timeline
What you need from them
What happens next

The Price Quote That Converts
Skip: “Please find attached…”
Try: “I’ve put together options based on what we discussed:

What’s included
When we can start
How to move forward
No fine print, just clear next steps.

The Late Payment Reminder
Skip: “This is a formal notice…”
Try: “Quick reminder about invoice #123 – would love to get this wrapped up this week. Let me know if you need anything from me!”

The “Not a Good Fit” Response
Skip: “Unfortunately, at this time…”
Try: “Thanks for thinking of me! While this isn’t quite right for my schedule/expertise, here’s who I’d recommend:”