Simple email copywriting guide

Tons of people write timid emails that sound like apologies, not communication. This visual from @winner.spirit nails how simple copy tweaks can make you sound confident and professional—without crossing into “jerk” territory.

The Copy Shift at Work

Each phrase replaces weak, hesitant language with clear, assertive alternatives. It’s tone design in written form—swapping “sorry” for gratitude, “maybe” for certainty, and “checking in” for action-oriented phrasing.

Why It Works

• Positions you as confident, not needy
• Reduces cognitive friction for the reader
• Frames interactions as collaboration, not permission
• Builds authority while keeping empathy
• Reinforces brand voice through word choice

Real-World Examples

• Google’s internal email training recommends swapping “I think” with “I recommend”
• HubSpot’s sales reps cut response time 30% using firmer close-on-next-step language
• Airbnb host guides use direct but polite phrasing to set boundaries with guests