When applying for jobs, your email is often your first interaction with a potential employer. Whether you’re writing a cold email, attaching a resume, or following up after an interview, what you say (and how you say it) can directly influence whether you get shortlisted, or silently ignored.Unfortunately, many jobseekers still use phrases that sound unclear, outdated, overly formal, or even unprofessional, especially in global or modern hiring contexts.Here are seven common phrases to avoid when emailing recruiters, HR managers, or company professionals, along with what to say instead, so your email works for you, not against you.
“Respected Sir/Madam”
This phrase may sound polite in Indian contexts but can feel outdated or too generic in job applications. Worse, it shows you haven’t taken the time to personalise your message.What to write instead:
- “Dear Hiring Manager” (if you don’t know the name)
- “Dear [Full Name]” or “Dear Mr./Ms. [Last Name]” if you’ve found their name on LinkedIn or the company site.
Always check the job post or LinkedIn page to identify the right contact person if possible.
“Please do the needful”
This phrase is vague and sounds like a passive command. Employers prefer candidates who communicate clearly, directly, and professionally.What to write instead:
- “Please let me know if any further documents are required.”
- “Looking forward to the next steps in the process.”
- “Kindly confirm if my application has been received.”
When applying for roles, clarity about your ask is far more valuable than vague formality.
“Please revert back ASAP”
“Revert” is often misused globally, it means to return to a previous state, not to reply. “Revert back” is also redundant. And “ASAP” can sound pushy unless it’s truly urgent.What to write instead:
- “I would appreciate a response at your earliest convenience.”
- “Please let me know by [insert date], if possible.”
- “Looking forward to hearing from you.”
Be assertive, not aggressive. You’re building a relationship, not demanding action.
“I am applying for any suitable position”
This shows lack of clarity and focus. Recruiters are unlikely to spend time figuring out what role fits you, they want candidates who know what they want.What to write instead:
- “I am applying for the [Job Title] position, as listed on your website.”
- “I am interested in a marketing internship with your firm.”
- If you’re open to multiple roles: “I’m open to roles in digital marketing or content strategy.”
Being specific demonstrates clarity and confidence, while vague statements can signal uncertainty or lack of preparation.
“I am a hardworking and honest candidate”
These are baseline expectations, not standout qualities. Recruiters want evidence, not empty adjectives.What to write instead:
- “During my internship at [Company], I led a project that improved…”
- “My final-year project involved developing a prototype using Python and Flask…”
Focus on skills, achievements, and results, not self-praise.
“Please consider my profile for future openings”
It sounds passive and indirect. Unless the company allows speculative applications, this often goes unnoticed.What to write instead:
- “I would love to be considered for future roles in [specific team/function]. Please find my resume attached for your records.”
- Or, better still, apply only when there’s a posted vacancy, and follow the format.
Show enthusiasm for future opportunities, but also highlight the value you bring, not just a hopeful request.
“Thanks in advance for your positive reply”
This assumes the employer will respond positively, which can sound presumptive or overconfident. It may unintentionally pressure the reader.What to write instead:
- “Thank you for your time and consideration.”
- “Looking forward to your response.”
- “I appreciate your attention to my application.”
Maintain a tone of humility and professionalism. It’s good to be optimistic, but avoid sounding entitled or presumptive.TOI Education is on WhatsApp now. Follow us here.
