Professional Tone Examples

See real before-and-after examples of professional vs. unprofessional client communication.

✓ FREE EXAMPLES

First Contact

✗ Before

Too casual, sounds desperate, focuses on being 'cheap'

hey!! im looking for work and saw ur company needs a website. i can do it cheap and fast! let me know asap

✓ After

Hello [Name],

I noticed your business is looking for a new website. I'm a web developer with experience in [relevant area], and I'd love to discuss how I can help.

Would you be open to a quick call this week to explore what you're looking for?

Best regards,
[Your Name]

✗ Before

Overuse of exclamation marks and emojis looks unprofessional

Hi I'm really passionate about design and would love to work with you guys!!! 😊💼✨

✓ After

Hi [Name],

I'm a graphic designer specializing in [area]. I came across your recent project and thought my skills might be a good fit for future work.

I'd be happy to share my portfolio and discuss potential collaboration.

Thanks for your time,
[Your Name]

Discussing Scope

✗ Before

Vague scope leads to endless revisions and unpaid work

ok cool so ill just do whatever u need and we can figure it out as we go

✓ After

Based on our discussion, here's what I understand for the project scope:

• [Deliverable 1]
• [Deliverable 2]
• [Timeline]

Does this align with your expectations? I want to make sure we're on the same page before starting.

Handling Requests

✗ Before

Being direct without offering an alternative seems inflexible

no sorry i cant do that

✓ After

That's outside the current project scope, but I'd be happy to provide a quote for that as an additional service.

✗ Before

Sounds overwhelmed and unprofessional

omg thats a lot of changes idk if i can do all that...

✓ After

Thanks for the feedback. Some of these changes are within the original scope, but others would be considered revisions beyond what we agreed on. Let me break down what's included and what would require additional time.

Discussing Payment

✗ Before

'lol' makes serious matters seem unimportant

so like when r u gonna pay me? lol

✓ After

Just following up on the invoice sent on [date]. According to our agreement, payment was due on [date]. Please let me know if you have any questions.

✗ Before

Your financial situation isn't the client's problem

i really need the money soon can u pay me early plz

✓ After

I wanted to follow up on the timeline for payment. Our agreement specified payment on [date]. Please confirm if this is still on track.

Setting Boundaries

✗ Before

Abrupt and defensive tone

sorry but i dont work weekends bye

✓ After

Thanks for reaching out! I respond to messages during business hours (Monday-Friday, 9am-5pm). I'll get back to you on Monday.

✗ Before

Wishy-washy makes you seem unreliable

uhhh i guess i could try but im not sure if ill have time...

✓ After

I appreciate you thinking of me for this. My current workload won't allow me to take this on, but I can recommend someone who might be a good fit.

Key Takeaways

•

Professional doesn't mean stiff or robotic - it means clear and respectful

•

Avoid excessive exclamation marks, emojis, and 'lol' in client communication

•

Be specific, not vague. Clarity prevents problems

•

When saying no, offer an alternative or explanation

•

Your tone sets expectations. Professional communication gets professional treatment