Corporate clichés still dominate office emails, new study finds

New analysis of workplace email patterns suggests corporate clichés still dominate office communication, with nearly one in every 50 emails containing standard phrases such as 'reaching out', 'follow up', and 'circle back'. The findings highlight the prevalence of copy-and-paste wording and its potential impact on workplace culture and team engagement.

Email clichés

An assessment of more than one million work emails revealed 'reaching out' appeared over 6,000 times, closely followed by variations of 'follow up' at more than 5,700 mentions and 'check in' with over 4,200 occurrences. Other common phrases include 'circle back', 'please advise', and various forms of 'hope you're doing well'. Combined, these phrases surfaced in almost 25,000 messages in the data set.

Researchers observed that the widespread use of such formulaic language may reflect hesitation or uncertainty about how to communicate effectively. Employees frequently fall back on familiar expressions, even when more direct or tailored messaging may be more suitable.

Interpretation and effect

The analysis draws attention to how these seemingly harmless phrases can fuzz the lines of accountability. Phrases such as 'just a friendly reminder', 'as per my previous email', and 'please advise' were singled out as having potential to erode clarity or damage morale if used indiscriminately.

Ben Wright, Global Head of Partnerships at Instant Offices, outlined the risks linked with relying on such language. He provided alternative approaches that emphasise clarity and directness while avoiding negative implications. For example, instead of 'as per my previous email', Wright proposes, 'Re-sharing the details on X below for ease, shout if anything's unclear.'

Manager influence

The report highlights the critical role of workplace leaders in shaping communication habits. Leaders were encouraged to model transparency and constructive tone in digital messaging, setting the standard for their teams.

"Every message from a manager either normalises panic, blame and ambiguity, or shows that clarity and calm," said Wright, Global Head of Partnerships, Instant Offices.

He offered examples such as reframing blame-focused language, recognising good communication within the team, and establishing clear norms around emails.

Practical recommendations

Wright suggested concrete steps to foster better communication. These include avoiding the use of vague requests like 'ASAP', opting for descriptive subject lines, and urging team members to avoid the 'reply all' function unless strictly necessary. For discussions that carry emotional undertones or are especially complex, he recommended handling them through direct conversation or calls, followed by a concise written summary.

He also noted the importance of admitting to one's own miscommunications. Doing so can make it easier for employees to acknowledge and clarify misunderstandings, fostering an environment of openness.

Hybrid work realities

The shift towards hybrid and remote work has heightened the impact of email style. Fewer opportunities for informal conversation can amplify the effect of abrupt or formulaic written communication. Wright emphasised the need for clear, respectful, and straightforward language in this context.

"Clear, jargon-light, genuinely respectful emails don't just get faster, better replies. They help create a culture where people don't feel they have to hide behind 'as per my last email' - because saying what they really mean is okay," said Wright.