22 January 20269 min read
Common Singapore HR Phrases That Sound Unprofessional to Global Teams (And How to Fix Them)
Discover 8 common Singapore HR phrases that confuse global teams. Learn professional alternatives + why Grammar Buddy helps your business communicate better.
Hook: The "Needful" Disaster
Imagine this: You are a hardworking HR Manager in Singapore. You send an urgent email to your US headquarters.
"Please find attached the report. Kindly do the needful and revert ASAP."
You wait. And wait.
Finally, your US counterpart replies: "I'm sorry, I'm not sure what specific action you are requesting. Could you clarify?"
You roll your eyes. So troublesome! Isn't it obvious?
Actually... no.
In Singapore, we value speed. But in a global context, our "efficient" shortcuts often sound vague, demanding, or just plain confusing.
In this guide, we’ll uncover the 8 most common Singapore HR phrases that make valid points lose their impact—and give you the professional alternatives to fix them.
Why The Disconnect?
Singapore English is heavily influenced by:
- Direct Translation: From Mandarin/Malay (Language efficiency).
- Colonial Legacy: Archaic British phrases (like "do the needful") that the UK stopped using 50 years ago.
- High-Context Culture: We expect people to "just know" what to do. Western culture is low-context; they need everything spelled out.
For a global team, clarity = professionalism. Ambiguity = incompetence.
8 Phrases to Upgrade Immediately
1. "Please do the needful"
- What you mean: Please do whatever is necessary to fix this.
- Global Reaction: "What is 'the needful'? Is that a task? This sounds lazy."
- ✅ Fix: "Please take the necessary action." / "Please handle this request."
- Situation: When delegating a task to a support team.
2. "Seek your clarification"
- What you mean: I have a question.
- Global Reaction: "Why so formal? Are we in court?"
- ✅ Fix: "Could you please clarify..." / "I have a question regarding..."
- Situation: Asking for details on a policy.
3. "Action this ASAP"
- What you mean: Do this now.
- Global Reaction: "Wow, rude. I'm not a robot you can 'action'." 'Action' is a noun, not a verb in standard English.
- ✅ Fix: "Please attend to this immediately." / "Please prioritize this matter."
- Situation: Urgent deadlines.
4. "Kindly note"
- What you mean: Just letting you know.
- Global Reaction: "Passive-aggressive. It feels like a warning."
- ✅ Fix: "Please note that..." / "For your information..."
- Situation: Sending a company-wide memo.
5. "I will try to do the best" / "My level best"
- What you mean: I will work hard on this.
- Global Reaction: "So... you might not succeed? This sounds unconfident."
- ✅ Fix: "I will ensure this gets done." / "I will handle this personally."
- Situation: Reassuring a manager.
6. "This matter is pending your approval"
- What you mean: Waiting for you to sign.
- Global Reaction: "Blaming me for the delay? Okay..."
- ✅ Fix: "I am awaiting your approval." / "This requires your sign-off to proceed."
- Situation: Chasing a boss.
7. "Very urgent - pls advise"
- What you mean: I need help now!
- Global Reaction: "Panic mode. Unprofessional."
- ✅ Fix: "Urgent: Your input is required." / "Please advise on the next steps."
- Situation: Crisis management.
8. "Confirm your availability" / "Revert your time"
- What you mean: When are you free?
- Global Reaction: "Revert my time? How? Do I turn back the clock?"
- ✅ Fix: "Please let me know when you are available." / "Are you free on Tuesday?"
- Situation: Scheduling interviews.
The "Grammar Buddy" Logic
So, why do these errors persist? Because traditional grammar checkers don't flag them. "Please do the needful" is grammatically possible, so standard tools ignore it.
Grammar Buddy is different. It understands Tone and Culture.
We built a specific "Localized" logic engine that spots these Singapore-isms.
Case Study: Multinational Tech Firm
A Singapore HR team was struggling with their German HQ. Emails were going back and forth 5-6 times.
- Before: "Please action the attached file and revert." (German team ignored it, thinking it was spam/unfinished).
- After Grammar Buddy: "Please complete the attached form and return it by Friday." (German team replied in 1 hour).
Result: 40% reduction in email volume.
3 Steps for Your HR Team
- Audit your Templates: Check your standard onboarding/interview emails. Are "kindly", "revert", and "needful" freely flowing?
- Training vs. Tools: You can't train away 20 years of habit in a day. Use a tool like Grammar Buddy to catch slips in real-time.
- Context Switching: It's okay to use Singlish with your lunch kakis. But in the inbox, switch hats.
Ready to Upgrade Your Team's Communication?
Don't let "Singlish" hold back your global career.
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