The phrase "As per my last email" – seemingly innocuous, yet often laden with subtle undertones – has become a staple in modern workplace communication. While it aims to be efficient, it frequently lands as passive-aggressive. Navigating its use (or, more often, its alternatives) requires careful consideration of context, recipient, and desired outcome. This guide provides a comprehensive look at the phrase, its negative connotations, and how to communicate effectively without alienating your colleagues.
We'll delve into why "As per my last email" can be perceived as rude, explore its origins and cultural impact, and equip you with a toolkit of alternative phrases that convey the same message with clarity and respect. Ultimately, the goal is to foster positive and productive communication, ensuring your message is received positively and action is taken promptly.
Consider this your definitive resource for understanding and strategically employing this phrase, or better yet, replacing it with something far more effective. Let's transform potentially frustrating interactions into opportunities for collaboration and mutual understanding. Knowing how to respond appropriately when YOU are on the receiving end of "As per my last email" is equally critical.
Step 1: Understanding the Core Issue
Why "As Per My Last Email" Ruffles Feathers
The inherent problem with "As per my last email" lies in its implicit suggestion of the recipient's oversight or lack of attention. It implies that the information was already provided, and the recipient should have been aware of it. Even if unintentional, this can be interpreted as condescending, making the recipient feel belittled or incompetent. This negative perception can damage working relationships and hinder effective communication. The digital world is one of information overload. Consider this *before* you assume someone missed something.
Step 2: Recognizing the Context
When (If Ever) Is It Acceptable?
While generally discouraged, there are rare situations where a *tactful* use of "As per my last email" might be considered. This is a tightrope walk. If a significant amount of time has passed (e.g., several weeks) since the previous email, and the recipient has a clear history of needing reminders, a gentle nudge might be permissible. However, even in these cases, framing it as a helpful reminder rather than a reprimand is crucial. Ask yourself if a quick phone call would be more effective and efficient. Most of the time, it will be.
Step 3: Choosing Your Words Wisely
Alternative Phrases for Professional Communication
The key to effective communication is offering the requested information again, without assigning blame. Here are several alternative phrases, each offering a slightly different nuance: Choose the one that best suits the situation and your relationship with the recipient. Remember that clarity and helpfulness trump brevity in the long run. Always double-check your previous correspondence to ensure the information you are about to repeat is, in fact, accurate.
Step 4: "As Discussed..." - Direct and To the Point
Highlighting Previous Agreements
"As discussed..." works well when referencing a prior conversation, be it in person, on the phone, or via video conference. It's a concise way to remind the recipient of a previously agreed-upon plan or decision. For example: "As discussed, the deadline for the project is Friday." Be certain that a discussion actually took place. Don't use this if the information was solely conveyed in an email. Otherwise, you're just shifting the perceived rudeness to another false statement.
Step 5: "As Previously Mentioned..." - Subtle Reminder
Gentle Reinforcement of Key Information
"As previously mentioned..." is a slightly softer alternative. It acknowledges that the information was shared without directly accusing the recipient of overlooking it. Example: "As previously mentioned, the budget for this phase is $10,000." Use this when you want to be polite, but still want to ensure the information hasn't been missed. Consider pairing it with a brief reiteration of the key details.
Step 6: "In Case It Got Buried..." - Empathetic Approach
Acknowledging Inbox Overload
This phrase is exceptionally useful if you suspect the recipient's inbox is overflowing. It shows empathy and understanding. Example: "In case it got buried in your inbox, I'm attaching the updated project timeline again." The inclusion of "again" is critical here, as it subtly reminds them you've already sent it. Attach the relevant document or information to save the recipient the trouble of searching.
Step 7: "I'm Circling Back On..." - Proactive Follow-Up
Gently Re-Engaging on Pending Items
"I'm circling back on..." is a popular phrase in the corporate world, implying a return to a previous topic. It's useful when you're awaiting a response or action. Example: "I'm circling back on the proposal we discussed last week. Have you had a chance to review it?" This phrase signals you're following up, not necessarily pointing out a missed email. It also opens the door for clarification or further discussion.
Step 8: "Just a Friendly Reminder..." - Direct Yet Polite
Clear Communication Without Condescension
"Just a friendly reminder..." is a straightforward and courteous way to reiterate information. Example: "Just a friendly reminder that the deadline for submitting expenses is Friday." By framing it as a "friendly reminder," you reduce the chance of the recipient feeling reprimanded. Be sure to clearly state what you're reminding them of.
Step 9: "Apologies If You Missed the Previous Email..." - Taking the Blame (Even If It's Not Yours)
Diffusing Potential Tension
This is the most empathetic approach. By apologizing, you immediately defuse any potential tension. Example: "Apologies if you missed the previous email, but your request has been approved." This is especially effective if you're unsure whether the recipient actually saw the previous email. Even if they did, the apology can smooth over any potential friction.
Step 10: Responding to "As Per My Last Email"
Navigating the Receiving End
If you receive an email containing "As per my last email," your response should depend on the context and your relationship with the sender. If you genuinely missed the information, a simple acknowledgment and apology are sufficient: "Thank you for the reminder. I'll review the previous email." However, if you feel the tone was unnecessarily harsh, you can politely address it. Consider saying: "I appreciate the information. In the future, could you please be mindful of your tone?" Alternatively, if you have searched and cannot find the information: "I've searched my inbox but cannot find the previous email. Can you kindly resend?"
Tools or Materials Required
- Email Client (e.g., Outlook, Gmail)
- Strong Understanding of Interpersonal Communication
- Empathy
Common Mistakes to Avoid
- Using "As per my last email" when you haven't actually sent a previous email addressing the issue.
- Using it in a condescending or accusatory tone.
- Failing to provide the information again after using the phrase (even in a rewritten, polite form).
- Repeatedly using the phrase with the same person.
Pro Tips
- Before sending a follow-up email, always double-check your previous correspondence. Ensure the information you're referencing is accurate and clear.
- Consider the recipient's personality and communication style when choosing your wording.
- If possible, opt for a phone call or face-to-face conversation to resolve the issue more efficiently and personally.
FAQ Section
- Is "As per my last email" always rude?
- Not always, but it's generally perceived that way. It's best to avoid it and use a more polite alternative.
- What if I've already tried all the alternative phrases and still haven't received a response?
- Consider escalating the issue to your manager or supervisor, but do so tactfully and professionally.
- How can I prevent miscommunications in the first place?
- Be clear and concise in your initial emails, and use descriptive subject lines. If a response is needed, clearly state your request and the deadline.