Lorraine is an award-winning, internationally sought-after keynote speaker and a best-selling author. She recently illustrated just how important good email communication has become in our digitally advanced society. As the CEO of RISE Learning Solutions, Lee has garnered attention not only for her professional achievements but for her insights into improving communication strategies. This recognition was featured by The Next Big Idea Club, who named one of her articles a must-read.
As a recent stick-with-it article on cnbc.com from February 17, 2025, describes, using generic phrases like that in emails can backfire. It especially targets the mundane language we all use, like “Hope you’re well” and “Happy Monday!” It’s why experts refer to them as “autopilot language”—once you write those phrases, they just feel tired. You would have no trouble taking them and cutting and pasting them into anguishing millions of other emails without customizing five words.
The Perils of Generic Phrasing
Overly generic phrases risk weakening the message you’re trying to convey and can cause your recipients to start perceiving you as a robot. Additionally, Lee advocates for a more creative approach to email openers, bringing in an angle of personalization or storytelling to help grab the reader and keep them engaged.
Whether or not you read the whole thing, that CNBC article makes a terrific point against deploying empty enthusiasm in email intro warfare. Personal touches like “Happy Monday!” might come across as unnecessary fluff. They only truly glow when they’re connected to an honest emotion or journey. Instead, Lee challenges the professional to think creatively to find others that show thoughtfulness or understanding of the recipient’s situation today.
“Autopilot language: If your opener could be copied and pasted into 100 other emails without changing anything, it’s probably too generic.” – CNBC Make It
Rather than opening with a boilerplate introduction, Lee suggests leading with an empathy statement about their time constraints or mentioning earlier talks. For example, an opener like “I know it’s a busy season for you; I wanted to make sure this opportunity didn’t get missed” can convey consideration and relevance.
Building Connections Through Personalization
Personalization goes a long way toward making genuine, human-to-human connections in business outreach. Lobbying at least a month or two in advance of deadlines shows that you’re thinking ahead, and that you’re looking to partner and cooperate. Sending a message like, “Just touching base ahead of next month’s deadlines to ensure we’re all on the same page,” shows you’re proactive. It deepens our commitment to one another as collaborators.
Additionally, referring to previous meetings or conversations can help emails feel warmer and more customized. It was wonderful speaking several months ago at [X conference or event]! That presence of experience can guide us to rediscovering those experiences that can spark and deepen our relationships.
“Reaching out ahead of next month’s deadlines to make sure we’re aligned.” – CNBC Make It
By adding a personal story, or some insights into shared experiences, senders can make these conversations more interactive. For instance, an example post might read, “I just tried [X activity] and had a blast! This strategy not only humanizes the email, making it more personal, but invites the recipient to share their experience in return.
Emphasizing Thoughtfulness Over Transactionality
Lorraine K. Lee’s perspectives further explore the idea of transactional communication. Asking out of the blue, without any relationship or context, may come off as transactional and cause people to tune out. Don’t start with the big ask. She cautions against going right in for a request, particularly with people who are not as well acquainted with the asker.
Rather than just throwing around big finds, she recommends using evocative language that captures your audience’s attention with respect and awe. Comments such as, “Congratulations on the recent launch! By providing to share what they learned about what went well, it incentivizes more people to work together going forward to ensure future success.
“Abrupt asks: Jumping straight into a request — especially without a relationship — can feel transactional.” – CNBC Make It
By making these strategies a part of email communication, people can increase the impact of their messages and help inspire recipients to take the right action.