How to phrase a client email correctly
A practical guide to writing client emails without overpromising or creating extra expectations. Here are clear examples and safer wording.
What the main issue is
Client emails often sound more confident than intended. A single phrase can be read as a guarantee even if you meant it as a plan, and that leads to inflated expectations and unnecessary conflict.
Example of risky wording
These phrases look strong, but they create obligations.
Risky phrasing examples
- We will deliver by Friday without delays.
- We guarantee full results.
- If anything goes wrong, we will compensate all losses.
Hello! We agreed on the timeline — everything will be ready by Friday. We guarantee full results and will cover any losses if we are late.
Why this can cause problems
Timelines and outcomes often depend on factors outside your control. If a promise is not met, the client treats it as a broken agreement, and in email those words can look like legal guarantees.
How to phrase it more safely
Use wording that sets conditions and boundaries. If you are unsure, you can check the message before sending to remove risky language.
Hello! We plan to prepare the materials by Friday as long as the final list is approved. If the scope changes, the timeline may shift slightly. Let's confirm details in a separate message.
What to double-check before sending
State what the timeline depends on. Avoid words like “guarantee” or “always” unless it is contractual. Scan the email for ambiguity to reduce extra expectations.
Check your message before sending
SendSafe will highlight risks and suggest safer wording.