Don’t talk to people like you’re writing a policy update

You’re a human. So act like one.

We’ve all received them. The email that starts with “Per our previous conversation…” or “Please be advised…” and ends with “Kind regards,” even though there was absolutely nothing kind about it. In fact, it was just a standardized ending of the e-mail because it was in another font completely.

Ehm. We’ve even written them, if we’re honest. Especially when we’re tired, frustrated, or trying to sound professional.

Not good. We’re forgetting how to sound like human beings.

In the rush to sound efficient, neutral, and correct, more and more of our communication now reads like it came out of a dusty HR manual. There’s no spark, no warmth, no personality – just flat, cautious, over-constructed sentences that say nothing and feel even less.

The result? I am afraid we are risking alienating the very people we’re trying to reach.

A confession: the day I let an AI write my e-mails – shoot me.

In a digital world, most of your communication is written. And that means your tone matters more than ever.

But written tone is tricky. It doesn’t show body language, or facial expressions, or timing. When you strip it of human warmth as well, you’re left with a message that might be accurate and maybe even efficient but feels cold. Impersonal. Sometimes even passive-aggressive (even if you didn’t mean it that way but people hear what they hear and they feel what they feel that’s that.)

So, what happens? Well, it creates tension. People start second-guessing each other. Small misunderstandings grow big legs. And in the worst cases, entire relationships start to unravel. Not because anything really terrible was said, but because everything sounded … off.

Now, good news coming your way: You can still be professional and sound human. You can still write clearly and not sound like you’re reporting a cyberattack to the IT department.

How? Use words you’d actually say out loud. Write as if the person is sitting across from you — not reviewing your grammar in court. Add just enough warmth to remind people that there’s a real person behind the screen. A “Hi” goes a long way. So does “Thanks.” And if you’re upset? Say so — without needing 14 passive phrases to get there.