Given below are some phrases. How will you make them sound less impersonal?
In formal writing, especially in business or official communication, it’s important to sound polite and professional. However, some expressions can feel too impersonal or cold. Making small changes in tone and words can help your communication sound more human, friendly, and relatable. Let’s look at how to make the given phrases sound less impersonal.
a) The customers will appreciate the fact that the company is giving a 10% discount on computers this month.
More Personal Version: “We’re happy to offer you a 10% discount on computers this month, and we hope you find it valuable.”
Why It Works: Using “we” and “you” adds a personal touch. It feels like the company is talking directly to the customer.
b) Further to your recent communication, please find enclosed the requested quotation.
More Personal Version: “Thank you for reaching out. I’m pleased to share the quotation you asked for.”
Why It Works: Adding a thank you and using “I’m pleased” makes it warm and polite instead of cold and robotic.
c) If the customers have any further questions they should contact the company at 9886745612.
More Personal Version: “If you have any more questions, feel free to call us at 9886745612. We’ll be happy to help.”
Why It Works: Using “you” and offering help with friendly language makes it more customer-friendly.
d) It was discovered that the salary totals were incorrect.
More Personal Version: “We noticed an error in the salary totals and are working to fix it immediately.”
Why It Works: Taking responsibility by using “we” and saying what action is being taken improves clarity and trust.
e) The list of the names and the number of people attending the course has not been finalized.
More Personal Version: “We’re still finalizing the list of participants for the course and will share it soon.”
Why It Works: It sounds more personal and collaborative when we say “we’re still finalizing.” It also shows action is being taken.
General Tips to Make Language Less Impersonal
- Use personal pronouns like “we,” “you,” or “I” to make the message feel human.
- Say thank you where appropriate. Gratitude always improves tone.
- Avoid passive voice when possible. Active voice adds responsibility and clarity.
- Add friendly words like “please,” “happy to help,” or “we look forward to…”
Conclusion
Making language sound more personal in communication builds trust and improves relationships. Whether you’re writing to a customer or a colleague, using a warm and human tone shows professionalism and care. Even in formal writing, a personal touch makes a big difference.