You learned a lot of your English from textbooks, exams, and formal letters. So when you speak, the formal phrases come out too. "I would like to inform you that..." "As per my opinion..." "Kindly do the needful." These are fine on paper. But spoken out loud, they sound stiff, like you are reading a notice instead of talking to a person. This is one of the most common habits among Indian speakers, and it is no surprise: written English was what got tested. The fix is gentle, swapping a few heavy written phrases for the lighter ones people actually say.
Quick answer: Many phrases that look correct in writing sound stiff when spoken. "I would like to inform you," "as per," and "kindly revert" belong in formal letters, not conversation. When you speak, use shorter, warmer phrases: "I want to tell you," "according to," and "please reply." Speaking is lighter and friendlier than writing. Match the words to the spoken setting and you sound natural, not robotic.
Why does my spoken English sound like a formal letter?
Because you are using written phrases out loud. Formal written English is built to look polished on a page. Spoken English is built to feel warm and quick between two people. The same phrase that reads well can sound stiff when said aloud.
❌ "I would like to inform you that I will be late."
✅ "I just want to let you know I'll be a bit late."
❌ "As per our discussion, kindly proceed."
✅ "Like we talked about, please go ahead."
The spoken versions are shorter and softer. They sound like a real person talking, not a circular being read out. Nothing is lost, and you sound far more approachable. For a deeper take, see email to speaking: saying what you'd type.
Which written phrases should I drop when I speak?
The big offenders are formal connectors and office-letter phrases. Swap them for everyday spoken ones.
❌ "Kindly do the needful."
✅ "Please take care of it."
❌ "Please revert back at the earliest."
✅ "Please reply when you can."
❌ "As per my opinion, this is better."
✅ "I think this is better."
❌ "Hence, we should wait."
✅ "So, we should wait."
These written phrases are not wrong, they are just dressed up for paper. In speech, the simple word does the job and sounds friendlier. "So" beats "hence." "Please reply" beats "kindly revert." "I think" beats "as per my opinion."
Say this, not that
❌ "I am writing to request..." (said out loud) ✅ "I wanted to ask..."
❌ "Furthermore, the issue persists." ✅ "Also, the problem is still there."
❌ "It is requested to inform me." ✅ "Could you let me know?"
❌ "The same will be done." ✅ "I'll do that."
Do contractions and short words make me sound less professional?
No, the opposite. In speech, contractions like "I'll," "don't," and "we're" sound natural and confident. Full forms like "I will," "do not," and "we are" can sound stiff or overly formal when spoken.
❌ "I will not be able to attend, however I shall try."
✅ "I can't make it, but I'll try."
❌ "We are going to commence the meeting."
✅ "We're going to start the meeting."
Big words do not equal professional speaking. Clear, easy words spoken with calm confidence sound far more capable. "Start" is better than "commence." "Use" is better than "utilize." For more on this, see how to sound professional without big words.
Common mistakes
❌ "Utilize this method." ✅ "Use this method."
❌ "I shall endeavour to complete it." ✅ "I'll try to finish it."
❌ "Prior to the meeting, peruse the file." ✅ "Before the meeting, please read the file."
❌ "Please find attached." (said aloud) ✅ "I'm sending you the file."
How do I tailor this to where I am speaking?
Match your level of formality to the setting. Speaking is rarely as formal as writing, even at work.
- Casual chat: Go fully light. Contractions, short words, easy phrases. "Yeah, I'll do it" is perfect.
- Workplace conversation: Stay simple but polite. "I'll send it over" and "let me check" sound professional without being stiff.
- Interviews: Warm and clear wins. Drop "as per" and "kindly." Say "I think," "I worked on," "my goal is."
- Presentations: A little more structure, but still spoken. Use "so," "next," and "the main point is," not "hence" and "furthermore."
Pick the setting where your stiff phrases slip out most, and practise the lighter swaps there.
Say it out loud (2-minute practice)
This drill trains your mouth for spoken, not written, English:
- Contraction warm-up: Say "I'll, don't, we're, can't, that's" five times until they feel easy.
- Swap the stiff phrase: Take "I would like to inform you" and say the light version: "I just want to let you know." Do four such swaps.
- Connector swap: Replace "hence" with "so," and "furthermore" with "also," out loud.
- Office phrase swap: "Kindly do the needful" becomes "Please take care of it." Say it three times.
- Read a formal sentence, then say it the way you would to a friend.
If you want a friendly, structured way to move your written English into natural speech, the FirstWords English speaking course is built for learners making exactly this shift.
A quick word on the fear
If your speaking sounds bookish, please do not feel bad. It is actually proof that you studied hard. You stored a lot of formal English, which is a real strength. The only gap is that written phrases need to be loosened for speech. That is a small, pleasant adjustment, not a redo of your English. Keep speaking, swap one stiff phrase for an easy one at a time, and you will sound warmer and more natural without losing any of your knowledge. Being understood and being human beats sounding formal.
Mini-FAQ
Why does my speaking sound too formal?
Because you are using written phrases out loud. Written English is built to look polished; spoken English is built to feel warm and quick. Swapping a few phrases fixes it.
Are contractions unprofessional?
No. In speech, "I'll" and "we're" sound natural and confident. Full forms can sound stiff. Contractions are normal in professional conversation.
Should I stop using big words?
For speaking, yes, mostly. Clear, easy words spoken calmly sound more capable than big words. Say "use," not "utilize."
Is "kindly do the needful" wrong?
It is not wrong, just very formal and dated for speech. "Please take care of it" sounds friendlier and clearer when spoken.
Your next step
Stiff speaking usually means written phrases are crossing into conversation. The fix is gentle: swap "I would like to inform you" for "I want to tell you," "hence" for "so," and full forms for natural contractions. Speaking is lighter and warmer than writing, so match the words to the moment. If you want a kind, judgment-free space to practise, explore the FirstWords English program and take it one small win at a time.
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