Confused about when to use 'this', 'that', 'these', or 'those' in my emails
Hi everyone, I'm struggling to understand when to use 'this', 'that', 'these', or 'those' in sentences. For example, I wanted to write an email to my coworker about some reports. Should I say, "I have updated these reports," or "I have updated those reports"? Also, when showing documents during a video call, do I say, "Look at this document" or "Look at that document"?
I'm not sure how to tell which word fits in different situations. Is it about distance, time, or something else? I would appreciate some clear examples or guidelines because I often get confused when writing messages at work.
Context:
Business English, writing emails with coworkers.
What to Know
| What to Know | Why It Matters | Example | Quick Check |
|---|---|---|---|
| Use 'this/these.' If you're discussing previous items or things not present, use 'that/those.'. | In an email attaching files just completed, say: "Please see these documents for review." (the files are attached, so 'these' fits). | This machine is used to print documents. | Reread each sentence—ask yourself: Is what I'm talking about close in context, or further away? |
| Choose the form that matches your exact meaning in this sentence. | This choice prevents ambiguity and keeps your writing precise. | In an email attaching files just completed, say: "Please see these documents for review." (the files are attached, so 'these'. | Reread each sentence—ask yourself: Is what I'm talking about close in context, or further away? |
| Reread each sentence—ask yourself: Is what I'm talking about close in context, or further away? | This choice prevents ambiguity and keeps your writing precise. | In an email attaching files just completed, say: "Please see these documents for review." (the files are attached, so 'these'. | Does this wording match my intended meaning in this sentence? |
3 Answers
To choose between 'this,' 'that,' 'these,' and 'those,' remember this simple pattern:
- 'This' (singular) and 'these' (plural) refer to something near you (physically, or in time, or in the conversation).
- 'That' (singular) and 'those' (plural) refer to something farther away, or already mentioned, or less immediate.
Examples:
- In an email attaching files just completed, say: "Please see these documents for review." (the files are attached, so 'these' fits)
- Referring to files your colleague worked on last week: "I have questions about those documents you sent last Friday." ('those' because they're less current)
Practice:
Check your drafts: Is the item you're mentioning right in front (attached, or just sent)? Use 'this/these.' If you're discussing previous items or things not present, use 'that/those.'
Self-Check:
Reread each sentence—ask yourself: Is what I'm talking about close in context, or further away? Adjust your choice accordingly.
Let's compare 'this/these' versus 'that/those' head-to-head:
- Use 'this' (singular) or 'these' (plural) for items that are physically near you, currently being discussed, or just sent.
- Use 'that' (singular) or 'those' (plural) for items that are farther away, were discussed earlier, or are more distant in time.
Examples:
- If you hold up a contract in a video call: "Please look at this contract—page three has the changes."
- When referencing older contracts from last month: "Did you compare our new terms to those contracts from May?"
Practice Tip:
Each time you mention a document, ask: Is it right here, or in the past/another location? Try rewriting one of your recent messages, switching 'these' and 'those,' and see if the meaning changes.
You're on the right track! Many learners mix these words up. Here's a helpful correction method you can apply:
- If you attach reports to your email or are referring to ones just discussed: Use "these reports" (they're present or very recent)
- If you refer to reports from a previous conversation or a different folder: Use "those reports" (they're more distant in context or time)
Example corrections:
- Incorrect: "I've updated those spreadsheets attached to this email."
- Corrected: "I've updated these spreadsheets attached to this email." ('these' because the spreadsheets are attached, so they're 'close' in the context)
Practice:
After writing an email, circle each 'this,' 'that,' 'these,' or 'those.' For each, ask: Am I referring to something right here, or further away? Change any incorrect usage.
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