What Not to Say at the Start of a Remote Work Update Conversation
Starting a remote work update conversation the wrong way can make you sound unprepared, rude, or confusing. The first few seconds set the tone for the entire update. This guide directly answers what to avoid saying, why those phrases cause problems, and what to say instead so you communicate clearly and professionally in any remote work setting.
Quick Answer: Avoid These Opening Phrases
Do not start a remote work update with vague greetings, overly casual fillers, or abrupt demands. Specifically, avoid: “Hey, what’s up?”, “So, yeah…”, “I need an update on X”, “Just checking in”, and “Did you get my message?”. These phrases waste time, create confusion, or sound demanding. Instead, use a clear subject line or opening sentence that states the purpose, such as “Quick update on the Q3 report” or “I wanted to share progress on the client project.”
Why Your Opening Matters in Remote Work Updates
In a remote work environment, you do not have the benefit of body language or casual hallway chats. Your first words—whether in a video call, chat message, or email—carry extra weight. A poor opening can make colleagues feel interrupted, undervalued, or confused about what you need. Good openings build trust and efficiency. Bad openings create friction and extra back-and-forth.
Phrases to Avoid and What to Say Instead
1. “Hey, what’s up?” or “How’s it going?”
Why to avoid: These are friendly but vague. In a remote update context, the listener does not know if you want a personal chat, a status report, or something urgent. It forces them to guess your intent.
Tone note: Informal. Acceptable only with close teammates who already expect a quick update. Risky with managers or cross-department colleagues.
Better alternatives:
- “Hi [Name], I have a quick update on [topic].”
- “Morning [Name], sharing progress on [project].”
- “Quick check-in on [task]—do you have a moment?”
2. “So, yeah…” or “Anyway…”
Why to avoid: These fillers signal hesitation or lack of preparation. They make you sound unsure of what to say. In written messages, they look unprofessional and waste characters.
Context: Common in spoken conversation but rarely appropriate for remote work updates where clarity is key.
Better alternatives:
- Start directly: “Here is the update on [topic].”
- “I wanted to share a few points about [project].”
- “Let me give you a status on [task].”
3. “I need an update on X.” (without context)
Why to avoid: This sounds demanding and abrupt. It does not explain why you need the update or what you will do with the information. The listener may feel put on the spot.
Tone note: Formal but rude. Better to soften with a polite request.
Better alternatives:
- “Could you share an update on X when you have a moment?”
- “I am checking in on X to prepare for tomorrow’s meeting.”
- “Do you have a quick status on X? I need it for the report.”
4. “Just checking in.”
Why to avoid: Overused and vague. The listener does not know what you are checking about. It often leads to a reply like “All good, thanks” without any useful information.
Context: Common in email but rarely effective for updates. Use only when you genuinely have nothing specific to ask.
Better alternatives:
- “Checking in on the status of [specific task].”
- “Following up on [topic]—any updates?”
- “Just wanted to see if you need anything from me on [project].”
5. “Did you get my message?”
Why to avoid: This sounds accusatory and puts the listener on the defensive. It assumes they saw your message and ignored it. In remote work, messages can be missed due to time zones or notifications.
Tone note: Can feel passive-aggressive. Better to assume good intent.
Better alternatives:
- “I sent a message about [topic] earlier. Do you have a chance to look?”
- “Just wanted to make sure you saw my note on [topic].”
- “Following up on my earlier message about [topic].”
Comparison Table: What Not to Say vs. What to Say
| Avoid This | Why It Is Problematic | Say This Instead |
|---|---|---|
| “Hey, what’s up?” | Vague; unclear purpose | “Quick update on [topic].” |
| “So, yeah…” | Hesitant; unprepared | “Here is the update on [topic].” |
| “I need an update on X.” | Demanding; no context | “Could you share an update on X?” |
| “Just checking in.” | Overused; no specifics | “Checking in on [specific task].” |
| “Did you get my message?” | Accusatory; defensive tone | “Following up on my earlier message.” |
Natural Examples
Example 1 (Chat message):
Avoid: “Hey, what’s up? Did you get my email?”
Better: “Hi Sarah, I sent an email about the budget update earlier. Do you have a moment to review?”
Example 2 (Video call opening):
Avoid: “So, yeah… I guess we need to talk about the project.”
Better: “Thanks for joining. I want to share a quick update on the project timeline.”
Example 3 (Email subject line and first sentence):
Avoid: Subject: “Quick question” / Body: “Just checking in.”
Better: Subject: “Update on client feedback” / Body: “I wanted to share the latest feedback from the client and ask for your input on next steps.”
Common Mistakes
- Mistake 1: Using “Hey” with senior managers or clients. Fix: Use “Hi” or “Hello” in formal contexts.
- Mistake 2: Starting with an apology like “Sorry to bother you.” Fix: State the purpose directly and politely.
- Mistake 3: Assuming the other person remembers the context. Fix: Briefly remind them of the topic in your opening.
- Mistake 4: Using too many words. Fix: Keep the opening concise—one or two sentences is enough.
When to Use Formal vs. Informal Openings
Formal openings are best for emails to managers, clients, or people you do not know well. Use phrases like “I am writing to provide an update on…” or “This is a brief status report on…” These show respect and professionalism.
Informal openings work with close teammates in chat or quick video calls. Phrases like “Quick update on [topic]” or “Sharing progress on [task]” are fine. But even with informal tone, avoid vague fillers.
Nuance: In some remote cultures, a very direct opening can seem rude. When in doubt, add a polite word like “please” or “could you.” For example, “Could you share an update on the report?” is safer than “Update on the report.”
Mini Practice Section
Read each situation and choose the best opening. Answers are below.
- You need a status update from a colleague on a design task. What do you say?
a) “Hey, what’s up with the design?”
b) “Could you share a quick status on the design task?”
c) “Did you get my message about the design?” - You are starting a video call with your team to discuss weekly progress. What do you say?
a) “So, yeah… let’s start.”
b) “Thanks everyone for joining. I will share the weekly update now.”
c) “Just checking in.” - You need to email your manager about a project delay. What subject line works best?
a) “Update on project delay”
b) “Quick question”
c) “Hey” - A teammate asks you for an update on your work. How do you start your reply?
a) “I need to tell you about my progress.”
b) “Here is the update on my part of the project.”
c) “So, yeah… I have some news.”
Answers: 1-b, 2-b, 3-a, 4-b
Frequently Asked Questions
1. Is it ever okay to say “Hey, what’s up?” in a remote work update?
Only with very close teammates who already expect a quick update. Even then, it is safer to add context like “Hey, what’s up with the report?” to avoid confusion.
2. What if I am not sure what to say at the start?
Pause and think about the purpose of your update. Then state it simply. For example, “I want to share progress on [topic]” or “I need your input on [task].”
3. Should I always use the person’s name in the opening?
Yes, in one-on-one messages. It personalizes the update and shows you are addressing them directly. In group messages, you can skip names or use “Team” or “Everyone.”
4. How do I start an update if I am nervous?
Write or say a simple sentence like “Here is the update on [topic].” Practice it a few times. Nervousness often comes from not knowing what to say—having a clear opening removes that uncertainty.
Final Tips for Better Remote Work Update Openings
Keep your opening short, specific, and polite. Avoid fillers and vague greetings. Always state the topic or purpose in the first sentence. If you are unsure, use a polite request format. With practice, you will start every remote work update conversation with confidence and clarity.
For more guidance on starting updates effectively, explore our Remote Work Update Conversation Starters category. You can also learn about polite requests and practice replies to strengthen your communication skills. If you have questions, visit our FAQ page or contact us.
