Quills Check › Professional way to say
Free tool · Quills Check
Professional ways to say it, with examples
Paste your work message. See if it could read as unprofessional, and a version that’s calm and clear, without the corporate speak.
The Quills Check needs JavaScript. Please turn it on and reload the page.
Professional means clear, not stiff
A professional message says what happened, what you need, and by when, calmly. It doesn’t have to be formal or soft, and too timid can read as badly as too blunt.
What one study found
In studies of managers, coworkers rated both too little and too much assertiveness as a weakness. The middle was rated best.
Everyday phrases, said for work
Most of these are fine with people you know. When you want it a little more polished:
- No worries
- No problem at all.Fine in most workplaces, too.
- Heads up
- Just so you know, the client moved the call to 3.
- Sounds good
- That works for me.
- Got it
- Understood. I’ll have it to you by Friday.
- Thank you
- Thanks for turning this around so quickly.Say what it’s for.
- ASAP
- Could you send it by noon tomorrow?A time is clearer than a rush.
- Let me know
- Could you let me know by Wednesday?
- Just checking in
- Any update on the contract? I’d like to send it Friday.Say what you need.
- Sorry to bother you
- Do you have a minute for a question about the schedule?Asking isn’t a bother.
- I don’t know
- I’m not sure yet. I’ll find out and get back to you today.
When something went wrong
- I forgot
- I missed this. I’ll have it to you by 3.
- My bad, I dropped the ball
- That was my mistake. Here’s how I’m fixing it.How to apologize at work ›
- I’m swamped
- I can’t take that on this week without moving something. Which should come first?How to say no to extra work ›
- I’m sick
- I’m not feeling well and need to take a sick day. I’ll check messages tomorrow.You don’t owe the details.
When you’re annoyed
Keep the point, lose the dig. A feeling can stay, said calmly.
To a coworker · quills upPer my last email, the deadline was Friday. I’m sick of chasing this.
What’s behind itYou’ve said Friday twice already. You need their numbers to finish the report.
Quills downThe deadline is Friday, and I need your numbers by then to finish the report. I’m frustrated this keeps getting missed.
To a manager · quills upI told you this would happen.
What’s behind itYou raised this risk in March, and now it’s happened. You have a fix ready.
Quills downThis is the risk I raised in March. I have a fix ready. Could we go over it today?
To a supplier · quills upThis is ridiculous. Another late delivery.
What’s behind itThree deliveries came late this month. You need the next one by Tuesday.
Quills downThis is the third late delivery this month. What can we change so the next one arrives by Tuesday?
- That’s not my job
- That’s outside what I handle. Would the billing team be the right place?
- Stay in your lane
- Thanks, I’ve got this one.
- This meeting is a waste of time
- Could we cover this by email instead?
- Stop gossiping
- I’d rather not talk about them when they’re not here.
Professional isn’t corporate speak
“Let’s circle back offline to align on bandwidth” is harder to read, and easier to hide in. Plain words, said calmly, sound sure of themselves.
Or make it worse, for fun ›Common questions
What’s a professional way to say “no worries”?
“No problem,” “Happy to help” or “Thanks for letting me know.” In most workplaces, “no worries” is fine too.
How do you say you’re annoyed professionally?
Say what happened and what you need, without the dig: “This is the third late report this month. Can we get it by Thursday?” Calm and specific shows you’re serious.
Is it unprofessional to use emoji at work?
It depends on the workplace and who it’s to. With coworkers you know, a smiley can make a request feel friendlier. With someone you haven’t met, it can make you seem less competent.
What one study found
In three experiments with work emails from people the reader didn’t know, a smiley made the sender seem less competent.
How do you write a professional email when you’re upset?
Wait before you send it. Then say what happened, what you need and by when, and take out the sarcasm. Read it once as if your manager were copied.
Know someone who overthinks their texts?
Find the words with Porcupine
PorcupineA work message is often the start of a longer talk. In Porcupine, I’ll help with what they say back, and get you ready if it’s better said in a meeting.
Porcupine is coming soon. Sign up to be one of the first to try it.
We’ll email you when Porcupine opens and when we add new tools. Unsubscribe anytime. Privacy
Say it better
- I statements, with examplesA message you’re sending
- How to apologize, with examplesAn apology you’re sending
- Active listening, with examplesA message you got
- Conflict resolution, in five stepsA message about a disagreement
Checking something specific?
- Is my text rude?A text you’re sending
- What does this text mean?A text you got
- Is this text passive-aggressive?A text you got
- Apology CheckerAn apology you’re sending
- What does a thumbs-up mean in a text?A text you got
- Is this text sarcastic?A text you got
- Is this text dry?A text you got
- Does this sound needy?A text you’re sending
- Is this text flirty?A text you got
Guides that go with it
- How to give a coworker feedback without making it personalTeammates
- How to disagree with your boss respectfullyManagers and employees
- How to push back on your manager’s deadlineManagers and employees
- How to tell your manager you made a mistakeManagers and employees
- What to do when a coworker takes credit for your workTeammates
- How to remind a client to pay an invoiceAs the provider
Play Mixed Signals
A daily game: one short text, read a few ways. Guess what they meant, then see how everyone else read it. Play today’s
The Quills Check is general information about communication, not legal, financial or professional advice, and AI can get things wrong. Afraid of how someone might react? Put your safety first, and talk to someone you trust.