say this, not that
Small changes in wording change how a conversation goes. Here are the lines our coaches swap most often, grouped by situation. Use them as starting points, then say them in your own voice.
leading a team
When people are anxious, vague words make it worse. Specific words calm a room.
Instead ofI don't know what's happening either.
TryHere's what I know, what I don't know yet, and when I'll update you.
Instead ofManagement has decided...
TryWe've decided this, and I'll explain why.
Instead ofAny questions? No? Great.
TryWhat's the first question on your mind? Take ten seconds.
Instead ofGood job, everyone.
TryThe way you rewrote the onboarding guide made Monday's handover easy. Thank you, Nisha.
Instead ofWhy did you do it this way?
TryHelp me understand how you approached this.
Instead ofYou always miss deadlines.
TryThe last two reports came in a day late. What got in the way?
Read more: leading through change: how to tell your team what nobody wants to hear · feedback that lands: giving it well, and hearing it without shrinking
disagreeing and saying no
A clear no, said kindly, protects the relationship better than a yes you cannot keep.
Instead ofYes, sure, no problem. (when it is a problem)
TryLet me check what that would move, and confirm by tomorrow.
Instead ofI can't do that.
TryI can't take it on this month without the client work slipping. I could start on the 1st, or help hand it to Arun now.
Instead ofYou're wrong.
TryI see it differently. Can I push back on one point?
Instead ofSorry to disturb, sorry, just one small thing...
TryI have one concern before we decide.
Instead ofAs per my last email...
TryPicking up from my note on Tuesday:
Instead ofI'll try.
TryI'll have it to you by Thursday at 5.
Read more: one phrase for disagreeing with a senior: can I push back on one point · the conversation you keep postponing
selling, pricing and negotiating
Numbers said as facts sound reliable. Numbers said as apologies invite a discount.
Instead ofJust checking in!
TryI've attached the delivery schedule you asked about. Shall we decide on Thursday?
Instead ofThe price is around 50,000, but we can adjust.
TryThe price is ₹48,500. That covers design, two revisions and installation.
Instead ofThe fee is 1,800... is that okay?
TryThe fee is ₹1,800. (Then stop, and let them reply.)
Instead ofOkay, okay, I can reduce it.
TryI can reduce it if we move to a 50 percent advance.
Instead ofLet me know if you're interested.
TryShall we book the site visit for Saturday morning?
Instead ofThat's the best we can do.
TryWhich part matters most to you? I'll see what we can move there.
Read more: selling without pushing: objections, follow-ups and the honest ask · how to negotiate without feeling like you are begging · the clinic owner who had to raise her fees
stage, camera and toasts
The first ten seconds decide whether people lean in. Start with something real.
Instead ofGood morning, my name is Ravi and today I'm going to talk about...
TryLast March, at two in the morning, our website went down in the middle of the wedding season sale.
Instead ofSorry, I'm a bit nervous.
Try(Breathe once.) I'm really glad to be here.
Instead ofHi guys, so, um, today...
TryThree things to check before you sign a rental agreement.
Instead ofI'm not a good speaker, but...
Try(Skip the warning. Start with the story.)
Instead ofAny questions?
TryWhat questions do you have? I'll take two now and stay back after.
Instead ofThat's all from my side.
TrySo, one thing to try tomorrow: write your first sentence before you open the laptop. Thank you.
Read more: the speech on stage: talking to four hundred people as if to one · the wedding toast: three minutes, one story, no notes · on camera without freezing: Reels, webinars and the red light
listening and empathy
People feel heard when you reflect what they said and felt before you offer anything of your own.
Instead ofI know exactly how you feel.
TryThat sounds exhausting.
Instead ofAt least you still have your health.
TryI'm so sorry. I'm here.
Instead ofCalm down.
TryI can hear how frustrating this has been. Tell me what happened.
Instead ofYou should just quit.
TryWhat are you thinking of doing? Do you want ideas, or do you just want to talk it through?
Instead ofOkay, okay. (while typing)
TrySo the delivery was late twice and nobody called you. Is that right?
Instead ofSame thing happened to me...
TryWhat happened next?
Read more: listening so people feel heard: ten lines that show you were listening · swap "why did you" for "help me understand"
global calls and email
Indian English is real English. On a call with Ohio or Rotterdam, choose the phrase they will understand first time.
Instead ofKindly do the needful.
TryCould you approve the invoice by Friday?
Instead ofPlease revert back.
TryPlease reply by Wednesday.
Instead ofI have a doubt.
TryI have a question.
Instead ofLet's prepone the call.
TryCan we move the call earlier, to 4 PM your time?
Instead ofI'll be out of station.
TryI'll be travelling and back on Monday.
Instead ofYes, yes, done.
TryDone. The file is in the shared folder, sent at 3 PM.
Instead ofToday itself.
TryBy the end of today.
Read more: Indian English phrases that confuse global teams, and what to say instead · email and chat tone at work: what to write instead of kindly do the needful · moving abroad: phone calls, neighbours, doctors and a new workplace culture
family and personal life
At home, warmth beats correctness. Say the hard thing plainly, and early.
Instead ofYou never listen to me.
TryCan I have ten minutes tonight? Something's been on my mind.
Instead ofFine. Whatever you want.
TryI need to think about it. Can we talk tomorrow?
Instead ofAmma, you won't understand.
TryLet me explain it another way.
Instead ofIt's nothing.
TryI'm upset about Sunday, and I'd like to talk about it.
Instead ofSorry if you felt hurt.
TryI'm sorry I raised my voice. That was wrong of me.
Instead ofWe'll see. (to in-laws, meaning no)
TryWe can't come this weekend. Could we visit on the 14th?
Read more: talking with family across languages: parents, partners and in-laws · the conversation you keep postponing
confidence and self-presentation
Most apologies before speaking are habits, not manners. Replace them with the point.
Instead ofSorry, my English is not good.
TryGive me a second, I want to say this clearly.
Instead ofI'm just a developer.
TryI build the payment systems for a logistics company.
Instead ofSorry for the silly question.
TryQuick question:
Instead ofI'm not sure, but maybe...
TryMy view is that we should wait a month. Here's why.
Instead ofSorry to bother you.
TryThank you for making time.
Instead ofI forgot the word, sorry, sorry.
TryIt's the tool that cuts tiles, what's it called... the cutter. Anyway.
Read more: stop saying sorry before you speak · networking without the cringe: introducing yourself so people remember you · twelve ways to get round a word you can't find
Names and figures in these lines are examples. Swaps are about clarity and warmth, not about sounding like someone else; Indian English is real English, and the right phrase depends on who is listening.
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practise this on your own situations
Brightside English coaches working professionals 1:1. If you want to practise this on your own situations, you can start with a Trial Class: ₹49 for 30 minutes, ₹99 for 1 hour, GST included.