15 phrases that instantly make you look more professional

Some experts believe it’s not really what you say – it’s how you say it.

As long as you stay professional, you can spark inspiration or deliver even the most uncomfortable messages with eloquence and conviction.

We can sometimes come off as blunt, insensitive, and imposing because of how we say things, taking away their meaning and leaving a negative impression on the people we’re talking to.

Staying level-headed and composed when communicating can help you avoid getting misunderstood.

You can use some of these phrases to make you look more professional:

1) “I Understand Where You’re Coming From. Is There Anything I Can Do to Ease Your Situation?”

We sometimes encounter crucial situations where the person we’re talking to becomes honest about their thoughts and emotions.

And during these moments, our response can cause a positive or negative effect on our relationship as a colleague, friend, or partner.

Instead of rationalizing or justifying their experience, you can simply express empathy and offer your support to help them by saying this phrase.

2) “I Don’t Think We’re On the Same Page with This One. Can You Explain It Again?”

Acting upon the information you’re unsure about may sometimes do more harm than good.

Instead of playing mind games and reading between the lines, you can always ask them to reiterate their point and ensure you understand each other by asking.

But asking this is a different story – some people make the mistake of imposing what they know, coming off as arrogant to others.

Real professionals will recognize that there might be a misunderstanding.

They will initiate an opportunity to understand the other person by asking them to explain themselves again.

3) “I’d Like Your Opinion on This When You Have a Minute.”

I used to be pretty shy before, not really wanting to be a nuisance to others.

I started questions with phrases like “I’m sorry to bother you, but…” whenever I was unsure about something.

But then I realized they treated me differently than others – they tend to snap at me more often or ask me for favors unrelated to my job.

That’s when my boss told me to avoid speaking as if others were above me.

The truth is that we’re all equal and must have a collaborative relationship.

Instead of using weak phrases, you owe it to yourself to recognize your value and say words like “I’d like your opinion on this when you have a minute.”

You might be surprised that many of your colleagues can squeeze 15 minutes between their schedules to answer your questions.

4) “Let Me Run This Conversation with Some People Before Proceeding.”

Saying phrases like “Let me run this conversation with some people before proceeding” makes you look more professional.

It gives the impression of being a reliable collaborator and great team player who can also think on his own.

Others tend to say they’ll ask their boss or any other person first, making it seem like they’re isolating themselves from the matter.

5) “I’m Looking Forward to Working Together.”

You can break the ice and leave a good impression by saying phrases like “I’m looking forward to working together” instead of not greeting others at all.

This leaves the impression of being a great team player who’s excited to collaborate with others.

6) “Let Me Know if I Can Help with Anything.”

We can’t always control how others see us and react to things we say.

That’s why whenever I want to offer help, I’d simply say, “Let me know if I can help with anything.”

This gives the impression that you believe in their capabilities while reassuring them that you’re present in case they need support.

While you might mean well, you might come off as condescending or patronizing to others by saying, “Do you need my help?”

7) “I’d Like to Raise Some Concerns About Your Actions and How It Has Affected Me.”

A truly professional person is emotionally mature – they won’t waste time tolerating bad or regressive behavior and allow it to get in the way of productivity.

This doesn’t only apply to finishing a task with others but also to fostering healthy relationships.

But instead of being too confrontational or accusatory, they communicate their emotions healthily with phrases like “I’d like to raise some concerns about your actions and how it has affected me.”

8) “I’d Appreciate It if You Try to Understand My Situation.”

I know we tend to be frustrated when others can’t understand our point.

And when in this state, some of us can’t help but shout at others, unintentionally impose their ideas, or even say unkind words.

Our feelings are always valid, but not everyone can prioritize our emotions over theirs, resulting in further misunderstanding and conflict.

Instead of losing your cool, try taking deep breaths and saying phrases a true professional would say, like “I’d appreciate it if you try to understand my situation.”

9) “Let Me Know If I Should Proceed.”

I also used to say phrases like “Is that okay?” in the office whenever I wanted to confirm something.

I used to wonder why some of my clients preferred talking to my other colleagues than me.

That’s when I realized that it gave the impression that I didn’t know what I was doing, making them lose their confidence in me.

When I avoided that phrase and used words like “Let me know if I should proceed instead,” I started to have more responsive communications with clients.

10) “I Understand What You Need. I’ll Have Them Ready in No Time.”

All the truly professional people I know are highly reliable.

That’s why they always have a way of making you feel at ease with their work just by how they say things.

One example is saying phrases like “I understand what you need. I’ll have them ready in no time” instead of simply saying “Okay.”

These words make you look like a professional, as it gives a firm acknowledgment of the other person’s instructions and insights on a project and reassurance that you’ll get it done.

11) “You Can’t Talk to Me That Way. I’ll Appreciate It If You Apologize to Me Now.”

I understand how hurt or angry we can feel when others speak disrespectful words to us.

While simply ignoring them can be a good way to go, it doesn’t always cause the intended results.

When I tried this, I made the mistake of not checking up on myself. I bottled up all the negative emotions until I broke.

Saying phrases like “You can’t talk to me that way” or “I’ll appreciate it if you apologize to me now” can make you look like a true professional, making proactive steps in establishing healthy boundaries.

12) “I Don’t Think We’ll Achieve Anything If We Blame Each Other.”

I noticed that when people get stressed and disappointed when things don’t go the way planned, they resort to blaming other people.

This breeds distrust, ultimately ruining your teamwork or relationship.

Saying phrases like, “I don’t think we’ll achieve anything if we blame each other” can make you look professional.

Professional people are often great leaders and team players because they can handle situations like these pretty well without invalidating anyone or taking sides.

They do this by reminding everyone of the goal they share.

13) “I Understand How That’s Important to You.”

Saying phrases like “I understand how that’s important to you” can make you look professional.

This allows you to validate the thoughts and emotions of the person you’re talking to, reinforcing mutual trust and respect.

It makes you look level-headed and empathetic, saying the exact words they need to hear.

14) “I See That You’re Currently Upset. I’m Right Here Once You’re Ready to Talk About It.”

I understand that not many of us can react appropriately to people who are going through a rough patch or not being themselves lately.

Some people resort to confronting them, making the person feel cornered and threatened, while some choose to ignore them.

But sometimes, you only have to trust their pace and reassure them they can rely on you.

Saying phrases like “I see that you’re currently upset. I’m right here once you’re ready to talk about it” can communicate that you care about them, offering a lending ear when they need support.

15) “Here’s What We Should Do. How Do You Feel About That?”

Whenever I get passionate about something, I notice that I can come off as pushy.

People would only follow my lead without saying anything. This made me uncomfortable sometimes because I want to hear their thoughts, too.

That’s why when I want to suggest something, I also consult their thoughts about it with phrases like “Here’s what we should do. How do you feel about that?”

I noticed that people have become more open about sharing their thoughts when I rephrase my words this way.