Ditch the Passive-Aggressive "Just Checking In": Effective Business Email Alternatives
Modern Etiquette Expert Jenny Dreizen promotes a purposeful, efficient approach in email communication, arguing that the phrase "just checking in" is a vague non-statement that fails to achieve its intended purpose.
Avoid Uttering 'Simply Touching Base' or 'Just Checking In' in Formal Business Emails
Jenny Dreizen, a renowned etiquette, boundaries, and relationships expert, as well as COO/co-founder of Fresh Starts Registry, a global divorce support network, sheds light on the importance of consideration in choosing our words, especially in business emails. "Emails-and indeed all communication-are designed for a purpose. Selecting your words thoughtfully should lead to optimal efficiency," she says.
Forward-thinking employees adopt a more direct approach in their correspondence
Some employees have started adopting a more upfront communication style, extending even to crafting unambiguous out-of-office responses. Take barry Ritholtz, chairman and CIO of Ritholtz Wealth Management, who uses a no-nonsense automated reply that clearly states his unavailability.
According to Dreizen, "just checking in" doesn't actually serve its purpose, namely, to prompt swift action. Instead, she underscores the significance of being straightforward and direct in email communication: "This phrase achieves nothing, and it might even come off as subtly passive-aggressive in some cases."
Zoning out gender stereotypes in email discourse
While some women are taking a different tack, adopting a more masculine tone in their emails to get their desired outcomes, workplace experts advocate for moving beyond gender stereotypes. They recommend a succinct, informative approach to communication instead.
The Benefit of Alternatives
Just as a Collaborative Approach, consider:
- "Following up on the [specific item]..." - Alluding to a previous discussion or document to anchor your message (e.g., "Following up on the proposal draft from Tuesday—would you like revisions before our meeting?") [3][4]
- "I came across [specific insight] relevant to..." - Sharing a tailored resource (e.g., "This market analysis directly addresses the challenges we discussed") to underscore value [2][3]
- "Checking in to gauge availability for..." - Proposing tangible next steps (e.g., "Are you free Thursday to finalize the timeline?") to minimize ambiguity [1]
For Problem-Solving Focus, opt for:
- "How’s [specific challenge] progressing?" - Zeroing in on a known pain point (e.g., "How’s the software integration going after the updates?") to tout attentiveness [5]
- "Would [specific question] help clarify next steps?" - Offering direct assistance (e.g., "Should we schedule tech support to resolve the API errors?") to minimize obstacles [2][3]
Client-Centric Templates
Consider these options for contract follow-ups, event reminders, and communication with senior stakeholders:
- "Just confirming your review of the [document]—happy to hop on a call if questions arise" (for contract follow-ups, e.g., [4])
- "Final details for [event] are attached—let me know if you need adjustments beforehand" (for event reminders, e.g., [4])
- "Your input on [topic] would help us prioritize effectively—when might you be available?" (for senior stakeholders, e.g., [4])
Avoid passive language by using deadlines ("To meet the Q2 launch, we’ll need feedback by Friday") or mutual benefits ("Aligning here would streamline both teams’ workflows") to instill urgency without needlessly pressuring. [2][3][5]
- Jenny Dreizen, a renowned etiquette expert and COO/co-founder of Fresh Starts Registry, recommends choosing words in business emails thoughtfully, as emails serve a purpose and should lead to optimal efficiency.
- Some employees, like barry Ritholtz, chairman and CIO of Ritholtz Wealth Management, have started adopting a more upfront communication style, even in crafting unambiguous out-of-office responses.
- Instead of using the phrase "just checking in", which Dreizen argues doesn't achieve its intended purpose and might be somewhat passive-aggressive, more direct communication is recommended for email efficiency.
- Taking a collaborative approach, consider using phrases like "following up on the specific item" or "checking in to gauge availability" to minimize ambiguity in business emails.
- When communicating with senior stakeholders, use client-centric templates that focus on problem-solving, such as asking about the progress of specific challenges or offering direct assistance to minimize obstacles.
