10 Habits That Make You Look Unprofessional (And How to Fix Them)

In our business we place so much time and effort into lead generation, and business development that you want to ensure that all the work you do is not for naught. If you are not seeing the conversion rates for clients, it may be that you are unconsciously sabotaging your business.

In a world where your first impression can open doors—or quietly close them—professionalism matters. It’s not just about dressing the part or having the right resume. Often, it’s the small, seemingly harmless habits that can undermine your credibility at work or in business.

Here are 10 common things that can make you look unprofessional—and what you can do instead.

1. Poor Communication

Whether it’s typos in emails, vague messages, or not replying at all, weak communication erodes trust. It shows a lack of care and attention to detail. It can waste time by having to repeatedly explain an email, or worse can lead to a wrong interpretation of the email.

Fix it: Proofread your emails, be clear and concise, and respond in a timely manner—even if it’s just to say you’ll follow up later.

2. Your Email Address

In a professional setting, a Gmail or Yahoo account, while commonly used for personal communication, can be perceived differently when used for business purposes. However, it's generally considered more professional and beneficial to use a custom domain email address for business purposes:

Fix it: Use the company provided email address, or if you are concerned with branding, purchase a custom URL, and create your own professional email address.

3. Being Late

Tardiness sends the message that you value your time more than others’. It’s a silent insult in professional settings.

Fix it: Aim to arrive 5–10 minutes early. Set calendar reminders and build in buffer time if you know delays are common.

4. Overpromising and Underdelivering

Saying yes to everything and then failing to meet expectations shows a lack of integrity and planning.

Fix it: Be honest about your bandwidth. It's better to under promise and overdeliver than the other way around.

5. Response Time

You don’t have to be at your client’s beck and call, but not responding in a timely manner can leave a client feeling not taken care of, even if you’re working on their transaction. Failure to return emails or calls in a timely manner can lose you a hard worked for client. Make sure you stay in clear constant communication.

Fix it: Set ground rules ahead of time. Let your client’s know that when you are in meetings or with other clients you may not answer their call or email, but if they leave a message you will always get back to them within four business hours. Calendar specific times for you to return emails and calls so that your daily work is not interrupted.

6. Gossiping

Engaging in gossip, whether at work, or with a client, can damage your credibility and make others question whether they can trust you.

Fix it: Keep conversations positive and professional. If you're frustrated, bring concerns to the right person—not the breakroom.

7. Inconsistent/Unprofessional Appearance

You don’t need to wear a suit every day, but showing up disheveled or ignoring dress codes reflects poorly on your attention to detail. Understand that your clients already have a perception of what you should look like and may make quick judgements about the way you dress, would you trust your financial savings to an advisor that is wearing Shorts, a Tank-Top and Flip Flops? Probably not.

Fix it: Match your appearance to your industry and environment. Clean, tidy, and appropriate is the goal.

8. Not Taking Responsibility

Blaming others or making excuses when things go wrong is a fast track to losing respect.

Fix it: Own your mistakes. A simple “That was on me. Here’s how I’ll fix it” earns far more respect than deflecting.

9. Poor Body Language

Slouching, avoiding eye contact, or fidgeting can make you appear insecure or disinterested.

Fix it: Stand or sit with good posture, make eye contact, and be aware of your facial expressions and tone.

10. Constant Complaining

Negativity drains morale and makes you seem like a problem rather than a problem-solver.

Fix it: If you have constructive feedback, offer it with solutions. Venting should be done privately, and sparingly.

Bonus Item: Ignoring Boundaries

We’ve all been at a party, or event where someone makes an inappropriate off color joke. Whether it’s texting colleagues after hours, interrupting others, or oversharing personal details, not respecting professional boundaries can make others uncomfortable.

Fix it: Pay attention to cues, ask before assuming, and maintain a sense of professional distance unless trust is clearly mutual.

Looking professional isn’t about perfection—it’s about consistency, respect, and being someone others can rely on. Small improvements in these areas can lead to big gains in how you're perceived and how far you go. All of the above traits can easily be fixed by self reflecting and working on them. With all the effort you put into nurturing a lead into a client, don’t let your hard work go to waste!