When communicating via email, there may be times when you need to express that certain information should be kept confidential. This could be sensitive or classified details that are not intended for widespread distribution or discussion. In this guide, we will provide you with tips, examples, and phrases on how to effectively convey the importance of confidentiality in both formal and informal email settings.
Table of Contents
Formal Ways to Say “Keep it Confidential”
When addressing confidentiality in a formal email, it’s crucial to use appropriate language and adopt a professional tone. Here are some phrases you can use to communicate this message effectively:
1. Subject Line
Make it clear from the subject line that the content of the email is confidential. Consider using phrases like:
- “Strictly Confidential: [Subject]”
- “For Internal Use Only: [Subject]”
- “Confidential Information: [Subject]”
2. Opening Statement
Always start your email by acknowledging the need for confidentiality. Here are a few examples:
“Dear [Recipient’s Name],
I hope this email finds you well. I am writing to discuss a confidential matter regarding [subject]. Please treat the following information as highly sensitive and strictly confidential.”
“Dear [Recipient’s Name],
I trust this email reaches you in good health. The purpose of this message is to convey information of a confidential nature with regards to [subject]. Kindly maintain utmost discretion and ensure that this information remains confidential.”
3. Use the Right Phrases
Throughout the body of your email, reinforce the importance of confidentiality by incorporating phrases like:
- “I kindly request that you keep this information confidential.”
- “Please ensure that only authorized individuals have access to this information.”
- “Your discretion in handling this matter is greatly appreciated.”
- “I trust that you will treat this information as strictly confidential.”
- “Please do not share this information with anyone without explicit permission.”
Informal Ways to Say “Keep it Confidential”
While informal emails typically have a more relaxed tone, it’s important to remember that maintaining confidentiality still remains significant. Here are some tips on conveying confidentiality in an informal email:
1. Begin with a Friendly Greeting
Start your email with a casual yet polite greeting, such as:
“Hey [Recipient’s Name],”
“Hi [Recipient’s Name],”
2. Address the Confidential Nature of the Email
Although the tone is more relaxed, emphasize the need for confidentiality in a straightforward manner:
“I wanted to talk to you about something sensitive and highly confidential.”
“I have some confidential information to share with you.”
3. Be Clear and Direct
Express the importance of secrecy using simple and concise phrases:
- “This is strictly between you and me, so please don’t share it.”
- “I need you to promise that this information stays confidential.”
- “Let’s keep this under wraps, just between us.”
- “Please don’t forward or discuss this with anyone else.”
Remember, even in an informal setting, take care to avoid using offensive or unprofessional language, as that could undermine the seriousness of the message you want to convey.
Example Email:
To better illustrate the application of these tips, let’s look at an example email with a formal tone:
“Dear Mr. Johnson,
I hope this email finds you well. I am writing to discuss a confidential matter regarding the upcoming merger with XYZ Corporation. Please treat the following information as highly sensitive and strictly confidential.
We have recently received information from our legal team that suggests XYZ Corporation is facing some financial challenges. Although we haven’t made a public announcement yet, it is crucial that we gather additional data and proceed with caution during the negotiation phase.
I kindly request that you keep this information confidential and ensure it is shared on a need-to-know basis with our core team working on the merger. Your discretion in handling this matter is greatly appreciated, as any premature disclosure may have severe consequences for the success of the merger.
Please feel free to reach out if you have any questions or require further clarification. Thank you for your cooperation and understanding.
Best regards,
John Doe”
By following these guidelines and using appropriate phrases, you can effectively communicate the need for confidentiality in an email, both in formal and informal settings. Remember, the key to success lies in clearly and assertively conveying your expectations while maintaining a warm, professional tone throughout the email.
