Stop saying “hope you’re well” in emails — here’s what to say instead

‘Hi there, I hope this finds you well.’

Don’t panic, you haven’t clicked on a work email by mistake. It’s a line we see day-in and day-out as we tap away on keyboards in a stuffy office.

But if it’s a line you use and abuse, you need to get more inventive, because workplace experts are calling time on the adage.

‘It’s tired, overused and starts to feel like you haven’t thought it though,’ workplace management expert Nancy Roberts tells Metro.

‘It doesn’t make me want to read the rest of the email.’

Apart from it being rather dull, Nancy points out another issue with the phrase. ‘It makes an assumption,’ she adds. ‘It presupposes that people are well because you aren’t really asking.

‘If they came back and said “Actually, I’ve got chronic pain” – you’d be taken aback. Also you’re finding someone at work which probably isn’t their favourite place to be.’

This impersonal language also applies to other generic phrases too, such as ‘Happy Monday’ or ‘Hope the week is off to a good start’.

Let’s be real, is anyone happy on a Monday? *Struggles to keep eyes open*.

But this isn’t to say you should just cut to the chase in an email and avoid the niceties altogether, which is a pet peeve for Nancy.

‘I don’t like it when people are rude, and by that I meant they’ve said “Nancy, here’s the files – thanks”,’ she explains. ‘It only takes a second to put in something more polite and soft, so I guess I’d rather have someone use a trike phrase than nothing at all… but you can do better than that.’

What should you say instead?

There are a few routes you can go down, but if you’re looking for a quick generic phrase that isn’t going to annoy your colleagues or acquaintances – try this:

‘Hi Rachel, I’m sure you’re very busy but I’d love to run something by you.’

Nancy says this is a great way to add a bit of a personal touch, even if you don’t know the person.

‘It acknowledges that you’re trespassing on their inbox because we’re all very busy, right? And it’s safe and shows you’re respectful of them and their time,’ Nancy says.

‘You’re implying they’re an expert in their field too and that you’d like to learn from them or get advice, which most people will find flattering.’

If you’re emailing someone new for a job or an opportunity, Nancy suggests trying to stand out with something a bit more personal by researching the company and the person on LinkedIn.

‘Maybe you can find a mutual connection or make a comment on the values of the company,’ Nancy says. ‘It engages them in a discussion and shows you’ve done your research.’

Phrase it like: ‘I know you talk a lot about X on your website, I’d love to hear more about how this manifests in the company.’

Or: ‘I know you’re passionate about X, which is also a passion of mine, I’d love to hear more about it.’

Nancy advises staying away from personal comments about someone’s appearance when trying to connect.

Signing off…

Once you’ve got your recipient hooked with a personal opener, Nancy says the key is not to waffle.

‘Be concise – what do you actually need me to do?’ she says. ‘Tell me what you want from me and don’t over-pad it, which is what can happen when people try to be too polite.

‘While that’s lovely, I’m busy, so be friendly but to the point.’

They’ll thank you for it, and you’ll save yourself some time.

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