How you express yourself at work plays a crucial role in how you're perceived by colleagues, clients, and supervisors. Just like your attire, your choice of words can influence how others view your professionalism and even the quality of your work.
If you're looking to improve workplace communication, here are seven professional phrases to use instead of common casual language. These small adjustments can make a big difference in how competent and confident you appear.
1. Instead of “I don’t know,” say:
“Let me take another look and get back to you.”
When you're unsure of an answer, avoid sounding dismissive. This phrase shows initiative and a willingness to find the solution, highlighting your problem-solving mindset.
Why it works: It reassures others that you're resourceful and dependable — two traits every team values.
2. Instead of “Am I doing this right?” say:
“Could you take a look at this when you have a moment to make sure I’m on the right track?”
This version is more respectful of your co-worker's or manager’s time, while still expressing your desire for feedback.
Why it works: It communicates responsibility and encourages collaborative problem-solving without seeming unsure or needy.
3. Instead of “Can I go home?” say:
“Is there anything else you’d like me to finish before I head out?”
Rather than appearing disengaged, this phrasing emphasizes your commitment to completing tasks before calling it a day.
Why it works: It shows that you're team-oriented and take ownership of your workload.
4. Instead of “What do I do now?” say:
“Which of these tasks should I prioritize?”
This version focuses on time management and shows you're ready to work, but you need some direction.
Why it works: It positions you as proactive and eager to stay aligned with team or project goals.
5. Instead of “I don’t understand,” say:
“I have a few follow-up questions — when would be a good time to discuss?”
Rather than abruptly admitting confusion, this phrase invites a productive conversation when it’s convenient for the other person.
Why it works: It shows respect for others' time while signaling that you're engaged and want to learn.
6. Or, for smaller clarifications, say:
“Could you quickly clarify something for me?”
When you only need a quick answer, this polite opener keeps things efficient and focused.
Why it works: It sets the tone for a short, respectful exchange — perfect for fast-paced work environments.
7. Instead of “Can I wear this to work?” say:
“Would this be appropriate to wear in the office?”
You're not asking permission; you’re asking for guidance on professional appearance — which shows maturity and awareness of company culture.
Why it works: It reflects your willingness to align with professional standards and shows you take the work environment seriously.
By simply rephrasing common workplace questions or statements, you can instantly elevate your communication style. These professional communication tips help you come across as respectful, proactive, and confident — qualities that are essential for career growth.
