7 English Business Phrases Hong Kong Professionals Overuse (And What to Say Instead)

You've probably used these phrases hundreds of times. They feel safe. Professional. Polite.

But here's the truth: they're making your English sound awkward, outdated, or overly formal—even when you're trying to sound professional.

If you're a Hong Kong professional who struggles with English emails at work, you're not alone. Many of these phrases come from textbooks, translation tools, or well-meaning colleagues. But native English speakers rarely use them in modern business communication.

The good news? Once you know what to avoid and what to say instead, your emails will immediately sound more confident, natural, and professional.

1. "Please kindly..."

Why Hong Kong professionals use it: It feels extra polite—combining "please" and "kindly" seems like double politeness.

Why it sounds awkward: Using both "please" and "kindly" together is redundant and overly formal. It can actually sound passive-aggressive or sarcastic to native speakers.

What to say instead:

Pro tip: "Please" alone is perfectly polite. You don't need to add "kindly" unless you're making a very formal, official request.

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2. "Noted with thanks"

Why Hong Kong professionals use it: It's a quick way to acknowledge an email and show appreciation.

Why it sounds awkward: While not wrong, it sounds stiff and transactional. It's also become a cliché in Hong Kong business emails, making it feel impersonal.

What to say instead:

Pro tip: Add a brief next step or comment to show you're engaged, not just acknowledging robotically.

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3. "Revert back"

Why Hong Kong professionals use it: It's commonly used in Hong Kong and Singapore to mean "reply" or "get back to you."

Why it sounds awkward: "Revert" already means "to go back," so "revert back" is redundant. More importantly, native English speakers don't use "revert" to mean "reply" in modern business English.

What to say instead:

Pro tip: "Get back to you" or "follow up" are the natural, modern alternatives.

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4. "Do the needful"

Why Hong Kong professionals use it: It's a holdover from British colonial English, still common in Hong Kong, India, and parts of Asia.

Why it sounds awkward: This phrase is completely outdated in modern English. Native speakers will find it confusing or old-fashioned.

What to say instead:

Pro tip: Be specific about what action you need. Instead of vague requests, say exactly what you want: "Please review the attached document and confirm by Thursday."

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5. "As per our discussion"

Why Hong Kong professionals use it: It sounds formal and references a previous conversation.

Why it sounds awkward: "As per" is unnecessarily formal and slightly bureaucratic. It's not wrong, but it makes your writing sound stiff.

What to say instead:

Pro tip: "Following up on" or "As we discussed" sound more conversational and modern.

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6. "I am writing to inform you that..."

Why Hong Kong professionals use it: It's a textbook opening for formal emails.

Why it sounds awkward: It's unnecessarily wordy and old-fashioned. Modern business writing values clarity and brevity.

What to say instead:

Pro tip: Get straight to the point. Your reader knows you're writing to them—no need to state the obvious.

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7. "At your earliest convenience"

Why Hong Kong professionals use it: It sounds polite and gives the recipient flexibility.

Why it sounds awkward: It's overly formal and vague. It can also sound passive-aggressive, as if you're being polite but actually annoyed.

What to say instead:

Pro tip: If there's a deadline, state it clearly. If there isn't, use "when you have a chance" or "whenever you're free."

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Why These Phrases Persist in Hong Kong

These phrases aren't wrong—they're just outdated or overly formal. They persist because:

1. They're taught in textbooks (which often use British English from decades ago)
2. They're passed down from senior colleagues (who learned them the same way)
3. They feel safer (when you're not confident in English, formal = professional)
4. Translation tools suggest them (because they're common in Hong Kong English databases)

But here's the reality: modern business English values clarity, brevity, and natural tone. Overly formal phrases can actually make you sound less confident, not more professional.

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How to Break the Habit

Step 1: Awareness Now that you know these phrases sound awkward, you'll start noticing them in your own writing.

Step 2: Build a replacement library Save this article and refer to the "Say this instead" column when drafting emails.

Step 3: Use tools that understand modern English Generic translation tools often suggest outdated phrases because they're trained on old databases. CantoLingo is trained on modern, natural business English used by native speakers today.

Step 4: Read modern business emails Pay attention to how native English speakers write in your industry. Notice what they don't say as much as what they do.

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The CantoLingo Difference

When you use CantoLingo to translate your Cantonese thoughts into English, you get:

✅ Modern, natural phrasing (not textbook English from the 1980s) ✅ Appropriate formality (professional without being stiff) ✅ Clear, direct communication (no unnecessary filler phrases) ✅ Confidence-building suggestions (so you learn what sounds natural)

Instead of "Please kindly revert back at your earliest convenience," CantoLingo gives you "Please let me know by Friday if possible."

See the difference?

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Ready to Sound More Confident?

Stop using phrases that make you sound less professional than you are. Start writing with the clarity and confidence of a native speaker.

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P.S. You're not bad at English. You've just been taught phrases that native speakers stopped using years ago. CantoLingo bridges that gap—so you can write with confidence, not second-guessing every phrase.