Problem Phrase 1: Your report is well received.

The problem with this sentence is that the ending ‘well received’ is used in the wrong context. ’Well received’ essentially means that people are happy with what they have read or heard. E.g. “The chairman’s speech was well received by the shareholders.’

Alternative: ‘Thank you for your report’ or ‘I have received your report’.

Problem Phrase 2: Please kindly find attached…

In this sentence there is redundancy as ‘please’ and ‘kindly’ have the same function, and the duplication does not intensify the meaning of the sentence.

To maintain the modern neutral writing style, use the active voice as it is more personal and reduces the distance between the writer and their reader.

Alternative: ‘I have attached…’

Problem Phrase 3: Attached please find….

This sentence shows overuse of the passive voice and is overly formal.

The main problem with the overuse of the formal style and the passive voice is that native speakers are likely to assume that you are being unfriendly and unhelpful unless you are writing regarding a formal topic.

As above, the active voice is better and more modern, as it shows that you are personally helping the reader.

Alternative: ‘I have attached…’

Problem Phrase 4: As per our discussion last week…

“As per” is a commonly used introductory phrase in Hong Kong writing. However, it is now regarded as an out-of-date expression.

Alternative: ‘I am writing following our discussion last week regarding…’ or ‘As discussed last week…’

Problem Phrase 5: I would be appreciated if you could…

This sentence is a combination of the passive sentence ‘It would be appreciated if you could…’ and the active sentence ‘I would appreciate it if you could…’ forming a grammatically incorrect sentence.

Alternative: Either of the above statements are correct depending on your chosen writing style.

Problem Phrase 6: Thank you for your attention.

This sentence is grammatically correct and a modern and therefore an acceptable phrase to use in your writing; however it is often misused. It should only be used for internal emails or memos that do not need a reply.

The closing paragraph of an email or letter should reinforce your purpose of writing.

Alternative: If you give your reader information, ‘If you have any queries, please do not hesitate to contact me on xxxxxx’ is a correct sentence to use.

If you require a reply, ‘I look forward to receiving your reply soon’ would be more appropriate.

Problem Phrase 7: Noted with thanks!

This is a particularly common Hong Kong reply to information provided. To be honest, this expression is just unnatural. If you say that something is “Noted with…” , you would be referring to the method it was noted.

Alternative: ‘Thank you for your information’ is much more natural.