8 Phrases to Eliminate From Your Business Writing

Take a look at your business writing. Are you dating yourself? The language you use could be dating you, and you may not even know it!

Pull a few copies of business letters you sent to clients recently and take a look at the language you use in day-to-day business situations. See if you can find any of these stodgy, old-fashioned, archaic phrases that you thought were standard business terminology.

Enclosed please find . . .

Please be advised that . . .

Trusting this will meet with your approval . . .

Thanking you in advance for your cooperation . . .

This will acknowledge receipt of your letter of . . .

According to our records . . .

Pursuant to your letter of . . .

Kindly advise as to the status of this matter . . .

The truth is, terminology like this was once widely accepted and is still used frequently by business people who have failed to detect the less formal language of the 21st century. But you can be on the forefront of the current, more casual style of corresponding with just a few minor changes in the words you select. Take a look.

Instead of 'Enclosed please find...'

Try “I’m sending you...”

Example: I’m sending you several brochures for Wisconsin Dells area attractions.



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Instead of “Please be advised that...,” just get to the point.
No need to tell your readers you're going to tell them something. Just tell 'em!

Example: Please send me your offer within 10 days if you would like to settle this matter.

Instead of “Trusting this will meet with your approval...”
Try “I hope you approve...” or something similar.

Example: I hope you will enjoy this new flavor of coffee every bit as much as our original.

Instead of “Thanking you in advance for your cooperation...”
Try “I’d really appreciate...”

Example: I’d really appreciate receiving your reply before the end of June.

Instead of “This will acknowledge receipt of your letter of...”
Try “I received your May 1 letter...”

Example: I received your April 15 memo and will plan to attend the June 1 banquet.

Instead of “According to our records...,” (what records?)
Just tell ‘em what you’re referring to.

Example: Our canceled check shows you deposited our payment in your checking account on October 31, 1999.

Instead of “Pursuant to your letter of...”
Try “I received your May 1 letter...” just like in example 5, above.

Instead of “Kindly advise as to the status of this matter...”
Try “Please let me know...”

Example: Please let me know if your client will accept this settlement offer by July 1, 2000.



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See? It’s really not that difficult. Just a few subtle changes in your language can make a world of difference—the difference between stuffy, old-fashioned correspondence and more casual, modern business communication. Eliminate those eight archaic phrases today and bring your written communication into the 21st century!

Tina L. Miller has been published in Corporate & Incentive Travel and the Milwaukee Business Journal. http://www.tinalmiller.com/courses/index.htm.
Copyright © Tina L. Miller. All rights reserved.