I'm sorry I messed up.
"I made a mistake, and I apologize." The best way to say "I'm sorry" professionally is to admit your wrongdoing, express regret, and apologize for it. Depending on what you did, you might add what you're going to do to avoid that mistake in the future or outline how you intend to correct the error. Keep your apology clear and concise. The goal is to express your regret sincerely, but quickly, so you can move on to more important topics and tasks. Don't say, "Please forgive me," or that you're sorry over and over. Begging and groveling are unnecessary and unprofessional. Stick to the promises you make in your apology. For example, if you promise to read over a report more carefully in the future, do so. Otherwise, you'll be right back where you started.
Stay in your lane.
"I think it's best if we each focus on the work we're responsible for." If an employee, co-worker, or colleague is giving you unwanted input, this phrase lets them know that, respectfully, they need to butt out. If they don't take the hint, let your manager know what's going on. Your manager can speak to them and ensure they understand that while they appreciate feedback and discussion, it's not appropriate in this situation.
I'm a fast learner.
"I'm versatile and adapt to change quickly." Saying you're a fast learner isn't completely unprofessional, but it also describes your skills too broadly. Words like "versatile" and "adaptable" describe your learning style and ability to handle challenges more accurately. They also sound more impressive than "fast."
I'm not your assistant!
"Sorry, but I'm swamped right now." If a co-worker or someone else's manager (not yours) is starting to treat you like an assistant, respond by stopping their requests in their tracks. When they ask you to do them a favor or help them with something, refer them to the appropriate manual or politely say you're too busy working on your own tasks to assist. If they continue to bother you, bring up the issue with your manager.
I quit!
"I'm resigning my position." When you decide to leave your job, you may be tempted to simply say, "I quit!" and walk out the door. A better idea is to approach your manager, use a calm, respectful phrase like "I'm resigning," and leave with dignity. That way, if you ever need to ask for a letter of recommendation or reapply to that company in the future, those opportunities will still be open. Remember to write a formal resignation letter or email. Include the date you plan to stop working and a short, impersonal explanation of why you're quitting.
Just checking in.
"I want to touch base with you when you have time." "Just checking in" sounds like a friendly, unassuming way to get someone's attention. But in a professional setting, it beats around the bush too much. If you want to discuss a specific topic with someone, whether it's how they're progressing on a project or what they think of a new idea, ask them about it directly. At the same time, show that you understand and empathize with how busy they are. Allow them to offer a date and time that works for their current schedule.
Thanks, but no thanks.
"I appreciate the opportunity, but I'm not interested." Professionals often feel that they need to say "Yes" to every job offer, lunch date, and career advancement opportunity thrown their way. But if you get an offer you'd rather refuse, it's okay to say "No" respectfully instead. To make your refusal sound more professional, start by acknowledging the opportunity and expressing your gratitude. Then, state your refusal using polite but firm language. Be firm and avoid leaving the door open to change your mind when you say "No." For example, don't say, "I'm not interested at this time." That might give the other person hope that if they approach you later, you might reply differently.
This is not my job.
"I'm sorry, but I don't have the capacity for tasks beyond my normal workload." Too often, people take on work that isn't part of their job description to be nice to someone else or to advance their careers. This is one of the fastest routes to burnout. If you've been asked to do something that isn't your responsibility, this phrase will help you respectfully refuse while emphasizing how hard you're already working.
This is your job.
"I'm sorry, but this task is outside my scope of responsibilities." It's okay to want to help someone who's struggling at work, but it's not okay when someone tries to pass their assigned tasks onto you. At that point, stand up and let them know that you're not going to be pushed around—professionally, of course! Saying that the task they want you to do is not your responsibility reminds them that it's their responsibility and allows you to focus on your work.
You are not my boss.
"I'll check with my manager about that and let you know what I hear back." If someone who isn't your boss acts like they are and starts telling you what to do, it's time to set some boundaries. By politely saying you're going to ask your manager for clarification about a task, what you're really saying is, "I'm going to defer to my actual boss, not you." Follow up on your statement by meeting with your manager and clarifying who is allowed to tell you what to do and who isn't.
I have diarrhea.
"I'm sick and can't come to work today." Diarrhea is one of the most uncomfortable and embarrassing illnesses to talk about, especially with your boss. If you need to call in sick with diarrhea, you can simply say you're ill and let your manager know when you expect to be back. If they press you for a reason, emphasize that you're not comfortable discussing it. Not sure how to tell your boss you'll be out of work due to illness? Find out how other wikiHow readers handle this awkward situation in our "How do I call out of work? What do I say?" forum page!
This is your responsibility.
"Normally, you would handle that on your own, but I can show you if you need it." Sometimes people genuinely need help, so you don't always have to refuse to assist them. What's more important is setting a boundary on your help from the beginning, so they know they should expect to handle this task themselves from now on. They should know that you're only showing them this one time, and you're not going to do all their work for them. This phrase helps communicate those subtle messages in a polite, non-aggressive way.
This is unacceptable.
"I'd like more details so I can understand why this happened." It's easy to get caught up in your emotions when someone does something wrong and creates problems. Instead of responding with anger, ask for an explanation first. They might have a good reason, or at least some sort of justification for why they behaved badly. This type of response opens the door for communication, so you can (hopefully) de-escalate and resolve the problem instead of just lashing out. EXPERT TIP Sheila A. Anderson Sheila A. Anderson Certified Image Consultant & International Branding Icon Sheila A. Anderson is a Certified Image Consultant, International Branding Icon, and the Founder of Image Power Play, an impression management and personal branding company. With over three decades of experience, she specializes in empowering corporate professionals to raise their personal image to meet the value of their brand. Sheila is a Certified Image Consultant with The Image Resource Network and a Certified Universal Style Consultant with The Universal Style International. Sheila is a member of the C-Suite Network Advisors and the author of the book, I.C.U., The Comprehensive Guide to Breathing Life Back Into Your Personal Brand. Sheila A. Anderson Sheila A. Anderson Certified Image Consultant & International Branding Icon Express the reason you're disappointed clearly and directly. Start by stating that you're dissatisfied. Then explain why you are disappointed. Next, give reasons for your disappointment. Finally, be ready to offer solutions or improvements. On the other hand, if someone has done something seriously wrong that can have no justification, it's okay to let them know their behavior is unacceptable.
We are working on it.
"We're making progress and will have an update for you by [date]." Running late on a project, or have a micromanager checking in every five minutes? In either case, tell your manager or the person asking you about it that you're progressing (which is probably true in most cases). If possible, give them a specific date when you know you'll have a more detailed update to share. This won't help you get the work done faster, but it may reassure your manager that you're staying on task.
Are you stupid?
"Can you kindly elaborate on your thought process?" It's obviously never a good idea to tell someone they're stupid, especially not in a professional setting. Not only is it rude, but it's also unproductive. Instead, use the above phrase to get to the root of why the other person thinks in a way that seems nonsensical to you. They may have their own logic, or they may simply be confused. Try to find common ground and help them. Insulting them won't get you any results. Managing your emotions is key to having an "executive presence," says Anderson. In other words, to be a good manager, you must restrain yourself from lashing out at your employees. But that skill comes with practice. "Self-management of your emotions," says Anderson, "...requires constant awareness to understand which emotions are best for a situation."
Mind your own business.
"That's not something I can discuss." It's almost impossible to stay out of workplace gossip, but one thing you can do is not add fuel to the fire. If you know something that others don't about the company, a project, your boss, or anything else, some of your co-workers may try to press you for details. Shut down such conversations professionally but firmly by letting them know you can't discuss it. You're not being rude, you're just being matter-of-fact (and keeping yourself out of trouble).
Sorry for your loss.
"Please accept my heartfelt condolences." Telling a co-worker or colleague who's just lost a loved one that you're sorry for their loss isn't necessarily bad, but this phrase is overused. There are better ways to communicate your sympathy. Merriam-Webster defines "condolence" as "sympathy with another in sorrow." By offering the sad person your condolences, you're expressing your sympathy for their tough situation. It's more professional and effective than a generic "Sorry for your loss."
It was a toxic work environment.
"The workplace culture didn't align with my values." While you could call the company you used to work for toxic, that description doesn't explain what was so bad about it. Talk instead about what it was that drove you to seek employment elsewhere. Saying that the workplace culture didn't align with your values is a respectful way of letting your interviewer know it sucked (and it also sounds nicer). Be prepared to elaborate on which of your values the previous company didn't align with, such as integrity, work-life balance, etc.
We're short-staffed.
"We're working extra hard to meet expectations." Tell a client or a customer that you're short-staffed isn't necessarily unprofessional, but it reads more like an excuse. Instead, emphasize how hard the people who are currently on staff are working to provide top-notch service.
I don't want to go.
"Thank you for the invitation, but I won't be able to make it." Some people think work and socializing go hand in hand. But realistically, there's no need to go to after-work parties or lunch dates with co-workers if you don't want to. Express your gratitude for being invited, then let them know you won't be there. Most people won't ask for any more details than that, and if they do, you can always repeat yourself. Avoid making up an excuse like "I already have plans," unless you actually have plans. If the person who invited you ever finds out you made up an excuse, they might feel hurt that you lied to them. It could put a strain on your professional as well as your personal relationship.
Are you going to do your job?
"If you need my support to complete this task, please let me know." In some cases, all it takes to nudge someone into doing their work is to hint that they might need help doing it. While it sounds like you're just offering them help, what you're really doing is (politely) reminding them that they need to get on the ball and finish their work as soon as possible. If you need an employee or co-worker to do something specific, like a task or a favor, Ferrera suggests asking them kindly. "No one wants to be told anything," she adds. "It doesn't matter your age." At the same time, avoid saying "please" when making a professional request. "'Please,' to me, always sounds [like] you're begging," says Ferrera. "[Instead of] 'please advise' in a professional email, I would perhaps write, 'Offer me your input.'"
This doesn't make sense.
"Can you provide more clarification?" If something you're being told to do at work just isn't clicking in your brain, it's okay to speak up. Rather than give in to your frustration and say, "This doesn't make sense!" ask for clarification. Specify the concept or instructions you're having trouble grasping. It's better to ask now than to wing it and possibly flub the task.
Shut up!
"Let's chat later and focus on the task at hand." You don't have to be rude when telling someone to be quiet or leave you in peace (even though you may feel like telling them to shut up). Promising to chat later and then referencing the work you have to do is clear and direct, but still friendly. EXPERT TIP Sheila A. Anderson Sheila A. Anderson Certified Image Consultant & International Branding Icon Sheila A. Anderson is a Certified Image Consultant, International Branding Icon, and the Founder of Image Power Play, an impression management and personal branding company. With over three decades of experience, she specializes in empowering corporate professionals to raise their personal image to meet the value of their brand. Sheila is a Certified Image Consultant with The Image Resource Network and a Certified Universal Style Consultant with The Universal Style International. Sheila is a member of the C-Suite Network Advisors and the author of the book, I.C.U., The Comprehensive Guide to Breathing Life Back Into Your Personal Brand. Sheila A. Anderson Sheila A. Anderson Certified Image Consultant & International Branding Icon When someone annoys you, pause. Think about the words you're going to say. Be honest with them about what it is you find annoying. In turn, be respectful in listening to their response.
This is a waste of time.
"Let's think about what we want to accomplish and regroup later." If a project, a task, or a meeting is starting to feel like a waste of everyone's time, it's probably because your goals haven't been clearly defined. Asking everyone to put on their thinking cap and meet back up later allows everyone to return to more productive work. At the same time, it leaves the door open to return to that project or meeting when you have a clearer direction.
I told you so.
"I remember us discussing this possibility." Saying "I told you so" might feel like sweet revenge, but you might also come off looking like a jerk who just wants to rub it in. Still, it's not a bad idea to remind the other person that you said this outcome was a possibility. That way you can't be accused of not speaking up and doing your part to avoid an unwanted result.
I already sent that to you!
"I'm resending the information in case you missed it." It's irritating when other people don't read or respond to an important email you sent them. But resist the temptation to follow up with anger or say something petty like "Per my last email…" You don't know why the other person didn't read your first message. They may have been extremely busy with other work or your email might have been buried under dozens of others. Take the polite approach and resend them the information you want to discuss. "The last thing you want to do [when you're annoyed at work]," says Anderson, "is lose your temper. Remember, how you conduct yourself, in any case, becomes part of your personal brand."
I can't do it.
"I don't have the bandwidth for this at the moment." If you have a valid reason for being unable to finish a task or tackle a new project, it's okay to say you can't do it. But rather than say, "I can't," say you simply don't have the capacity or bandwidth for it. This phrase puts the blame on your unbalanced workload instead of on your lack of skills or ability.
We don't need to have a meeting about this.
"Let's discuss this through email until we have a more defined agenda." How many times have you attended a meeting and thought, "This could have been an email"? This phrase is a professional way to say just that! You're only pointing out the obvious, which is that a meeting should have a more important and specific agenda than the current topic. Best of all, you're saying it in a way that no one will find offensive or rude.
You're giving me too much work.
"I'm feeling overwhelmed with the number of assignments I'm working on." Communicating to your manager that they're giving you too much work might seem intimidating. But if you don't speak up, the work will keep piling on, your productivity and mental health will suffer, and your boss might pull you into a performance review. Get ahead of the game by telling them you're feeling overwhelmed specifically because you have too many assignments. Avoid sounding confrontational by highlighting the number of assignments, not your boss's actions.
I can't meet the deadline.
"The project is going to take more time than I initially anticipated." Missing deadlines is a part of life. Sometimes we underestimate how much time a project is going to take, and other times outside forces cause the delay. Whatever the reason, don't say, "I won't meet the deadline" or "I'm going to be late." Instead, say that it's going to take longer than you initially projected. If possible, set a new delivery date or at least a general timeline (i.e., 1-2 weeks).
This won't work.
"I'm concerned about how we're going to handle any issues that arise." No one wants to be a Debbie downer. But if you have legitimate concerns about whether something is goig to work, you should be able to voice them. Instead of being totally negative and saying it won't or can't work, bring up the specific issues you're worried about. Ask how the team plans to deal with those issues if and when they come up. Together, you might be able to come up with a new vision that makes everyone happy.
I don't know.
"I don't know the answer to that, but I can certainly find out." It's not a sign of weakness not to know something, but simply saying, "I don't know" isn't very proactive. Instead, clarify that even though you don't know the answer or solution to something, you're willing to put in the effort to find it. This shows your initiative and your desire to help others.
This isn't fair!
"I don't think this is a fair outcome." Remember, when you're speaking professionally, it's important to keep emotion out of your words. Even though something may not be fair, saying "This isn't fair!" sounds like you're throwing a tantrum. It also won't get you what you want. Instead, describe the outcomes you're experiencing that are unjust to your manager. Outcomes are easier to discuss. You and your manager might even come to a better understanding and find a solution after a calm, friendly conversation. Unfortunately, life isn't fair, so you may not get a resolution to your problem at work. In that case, if you can't switch jobs, try to focus on the things you like about your job and the company you work for. It may also help to vent to a trusted friend or colleague.
You're wrong.
"Can you tell me why you think that?" Instead of jumping into telling someone they're flatout wrong, ask questions to try to understand where they're coming from. Maybe their logic is sound, but they just took it to the wrong conclusion. Help them arrive at the right answer by gently introducing new ideas and encouraging them to think. It's also okay not to correct someone if it isn't worth debating about (like if they hold a personal belief that you don't).
Comments
0 comment