10 Words That Quietly Sabotage Your Message

Do you want to sound warm and confident in your business communications? Start by eliminating these 10 words, and learn why this matters.

One of the simplest ways to warm up your tone and build better relationships is by trimming language that feels cold, formal, or subtly negative. Below is a breakdown of 10 common words to use less—plus insights into why they undermine your message and what to use instead.

Why Word Choice Matters in Communication Skills Training

In business writing and presentations, tone is everything. The words we choose shape how others perceive our intent, attitude, and emotional intelligence. Whether you’re crafting emails, training materials, or executive messaging, language that feels positive and confident builds trust and engagement.

Overly formal or subtly negative words can:

• Create emotional distance
• Undermine confidence
• Sound bureaucratic or insincere
• Trigger defensiveness or disengagement

By replacing these words with warmer, more conversational alternatives, you help your audience feel respected, included, and motivated.

Ten Words to Use Less—and What to Say Instead

1. Assist

❌ “I’d be happy to assist you with onboarding.”

✅ “I’d be happy to help you onboard.”

Why it matters: “Assist” sounds clinical and detached. “Help” is emotionally resonant and universally understood. In training and coaching, “help” signals empathy and partnership.

2. But

❌ “You did a great job, but the slides need work.”

✅ “You did a great job, and the slides could be even stronger with a few tweaks.”

Why it matters: “But” negates everything that comes before it. Replacing it with “and” encourages additive thinking and keeps feedback constructive.

3. Effort

❌ “Please make an effort to complete the module.”

✅ “Please complete the module by Friday.”

Why it matters: “Effort” implies struggle or resistance. It can sound patronizing or passive-aggressive. It’s easy to delete and you’ll find you don’t miss it.

4. Hopefully

❌ “Hopefully, we’ll finish by Thursday.”

✅ “We expect to finish by Thursday.”

Why it matters: “Hopefully” weakens your message and signals uncertainty. In professional communication, confidence builds credibility—even when outcomes aren’t guaranteed.

5. However

❌ “The training was well-received. However, some participants had questions.”

✅ “The training was well-received. Some participants also had questions.”

Why it matters: Like “but,” “however” negates whatever comes before it. Often, it’s unnecessary. Removing it makes your writing more positive.

6. Must

❌ “You must complete the form before Friday.”

✅ “You need to complete the form before Friday.”

Why it matters: “Must” feels authoritative. “Need to” is softer and still clear. Tone matters, especially when giving instructions. Save “must” for the times you want to flex your authority.

7. Not

❌ “This cafeteria is not available until Monday.”

✅ “This cafeteria is available Tuesday.” Or “The cafeteria is unavailable on Monday.”

Why it matters: Negative framing places more cognitive load on the reader, who has to translate to positive to know what they can or need to do. Reframing with positive language softens the message, maintains professionalism and is easier to understand.

8. Regret

❌ “We regret to inform you that the session is cancelled.”

✅ “The session is cancelled. We’re working to reschedule it for next month.”

Why it matters: “Regret” signals bad news and emotional distance. Instead, focus on solutions or next steps to keep the tone proactive.

9. Unfortunately

❌ “Unfortunately, we won’t be able to accommodate your request.”

✅ “We’re unable to accommodate your request. Here are two alternative dates.”

Why it matters: “Unfortunately” primes the reader for disappointment. Skip it and lead with empathy or solutions to soften the impact.

10. Utilize

❌ “Please utilize the attached template.”

✅ “Please use the attached template.”

Why it matters: “Utilize” means the same as “use,” and we like “use” better. It’s simpler, clearer, and more conversational. Simple, warm and conversational always wins.

Bonus: Other Words to Watch Out For

Here are a few more words and phrases that can weaken your message:

• Just – “Just checking in” minimizes you. It has an apologetic quality, so make sure you only use it when you’re apologizing. Instead, say “Following up on our last conversation.”
• Try – “I’ll try to finish by Friday” sounds uncertain. Say “I plan to finish by Friday.”
• I think – “I think this approach could work” dilutes authority. Say “This approach could work well.”

These words often reflect hesitation or self-doubt. Review your draft before sending and look for any of these words. Replacing or eliminating them builds confidence and clarity.

Understanding Sabotaging Words

In today’s fast-paced business world, the words we choose carry more weight than ever. Emotional intelligence and strong communication skills are no longer just “nice to have”—they’re essential for building a workplace culture where employees feel valued, heard, and empowered. The reality is, words shape not only our messages but also the environment in which our teams operate. When leaders use language that undermines psychological safety, it can quietly sabotage trust, stifle diverse perspectives, and make employees feel like they’re in the wrong department or simply not part of the conversation.

Ultimately, the key to success lies in recognizing the impact of language on workplace culture. Leaders who focus on building trust, empathy, and psychological safety create teams that are resilient, engaged, and ready to tackle any challenge head on. By taking responsibility for the words they use and the environment they create, companies can avoid self sabotage and instead lead their industries with confidence, clarity, and a strong sense of community. In business, as in life, the right words can make all the difference.