15 Things You Say That May Make You Sound Unprofessional

We all want to speak with confidence and authority and sound like we are super smart. But dropping any of these unprofessional phrases can do the exact opposite. Saying these things will make you sound less capable and less qualified. You might not even realize how damaging it can be to say these things, so we wanted to bring them to your attention. We’re here to help you spot these phrases and ditch them for good. Your career and your ego will thank you for it!
“That’s not my job.”

Saying “That’s not my job” might make you seem unhelpful or unwilling to be a team player. Even if something isn’t part of your job description, there is a better way to handle it. Instead, you can say, “I am not the best person for this, but I can help you find someone who is.” This shows you’re still willing to assist while staying within your role. It’s important to be flexible and helpful without overstepping boundaries.
“I’ll try.”

When you say, “I’ll try,” it can sound like you’re not fully committed to completing the task. It’s better to show confidence in your ability to complete the work. Instead of “I’ll try,” say, “I will do my best to make it happen.” This gives the impression that you’re confident and determined. Even if the task is challenging, showing you’re ready to give your best effort sounds much more professional.
“I don’t know.”

While it is okay not to know something, saying “I don’t know” without offering a solution can make you seem disengaged. It also makes you look unprofessional. A better response would be, “I am not sure, but I will find out for you.” This shows initiative and problem-solving skills. You don’t need all the answers, but showing that you’re willing to look for them makes a big difference.
“It’s not fair.”

Saying “It’s not fair” can sound immature in a work setting. It might make you seem more focused on the problem than the solution. Instead, try saying, “I would like to discuss how we can handle this situation.” This shows that you are focused on moving forward and finding a solution. It is okay to feel that something is unfair, but handling it professionally is key.
“I guess.”

The phrase “I guess” can make you sound uncertain (or unprepared). It might give the impression that you don’t fully understand the topic or task. Instead of “I guess,” say, “Based on what I know, this is what I think.” This makes you sound more confident in your knowledge. It’s okay not to have all the answers, but sounding sure of yourself helps build trust in your abilities.
“No problem.”

While “No problem” sounds polite, it can sometimes be too casual. In a professional setting, you want to sound a bit more formal. Using this phrase in an office would appear too casual. Instead, say, “You are welcome” or “I am happy to help.” These responses sound more professional and respectful. Small changes in how we respond to others can greatly impact our perception.
“I think…”

Starting a sentence with “I think” can make your statement weak or uncertain. It would make you look unprofessional. While humility is good, you also want to project confidence. Instead of saying “I think,” try saying “I believe” or “In my opinion.” This still shows humility but with a bit more strength behind your words. Confidence in your ideas shows others you know what you’re talking about.
“I’m just…”

Starting a sentence with “I’m just” can downplay your role or make you sound less capable. For example, saying, “I’m just checking in,” can make you sound hesitant. Instead, simply say, “I’m checking in.” This makes your message stronger and more direct. It also makes you look more professional. There is no need to minimize yourself or your role when communicating professionally.
“I’m too busy.”

Saying “I’m too busy” might make you seem like you don’t have time to help or are unwilling to prioritize tasks. Instead of shutting the door on the conversation, try saying, “I’m working on a few things right now, but I can help you later.” This shows you know your workload but are open to assistance when possible. Managing time is important, but being flexible and open makes a positive impression.
“That’s impossible.”

Saying “That’s impossible” can make you sound negative or unwilling to try. Even if something seems hard, offering a more solution-focused response is better. Instead, say, “This will be challenging, but let’s look at what we can do.” This keeps the conversation moving forward and shows you’re open to finding a way around the problem. People appreciate a can-do attitude, even in difficult situations.
“I’m sorry, but…”

Just like in personal relationships, using “I’m sorry, but” in the workplace can make your apology sound insincere. It’s better to apologize without an excuse. For example, say, “I apologize for the confusion; let’s fix it.” This shows that you’re taking responsibility and are ready to make things right. Apologies are important, and a sincere one shows professionalism and accountability.
“I can’t.”

Saying “I can’t” sounds very final and might make you seem unwilling to find a solution. Even if you’re unable to complete a task, it’s better to phrase it more constructively. Instead, say, “I’m not able to do that right now, but I can work on this other task.” This keeps the focus on what you can do rather than what you can’t. Being flexible and positive is a great way to show professionalism.
Any String of Expletives

Anytime you start to curse or swear, you can right away assume that the words coming out of your mouth are unprofessional. True career women and men do not curse or swear as they have a vast vocabulary of better words to use. Swearing simply makes you sound vulgar and inappropriate rather than professional and knowledgeable. Cursing will also make you look irrational and insensitive. Just skip those expletives altogether!
“I know it sounds crazy…”

When you start a sentence with this phrase, you are preparing the other person to immediately not believe what you are saying. Even if what you are about to say is true, the person goes into disbelief mode and will have a hard time taking you seriously. Even if a story is truly that crazy, try a different opening line before you keep talking. You will be more believable when you use a better phrase!
“I don’t want to”

There are aspects of every job that are not enjoyable. Sure, there may be things that you don’t want to do, but you should never flat-out tell someone you don’t want to do your job. Saying, “I don’t want to,” will make you sound unprofessional, lazy, and a little bit self-centered too. Accept that you need to do certain things in your job that you may not always like but are required for your career.
The way we speak in the workplace can have a big impact on how others view us. Certain phrases can make you look unprofessional without realizing it. You can project more confidence and professionalism by being more mindful of your words and making small changes. It’s not about being perfect but about communicating in a way that reflects your best self. These small tweaks can go a long way in building stronger relationships at work (and helping you succeed in your career).