Email writing etiquette in the professional environment is very important. It could mean the difference between making a lifelong work friend or making an enemy forever that could realistically, lead to your dismissal. Many people completely misconstrue the purpose of emails that are sent in the corporate setting and I believe this causes confusion.
Growing up I remember specifically when I was in primary school or maybe High School I went through different classes where I was taught how to write a business letter and one of the most significant things I can recall is that a business letter is always to the point and completely factual. No overly saccharine greetings and pleasantries necessary, you just get to the point and say what you needed to say.
However it seems that nowadays there is no middle ground between being polite and businesslike on one end of the spectrum and being completely rude on the other.
It’s as if it is less about business and more about personalities.
So, if I write an email that is to the point I’m considered rude, without even trying. I am not saying that writing an email for work has to be cold and austere however there should be a clear balance between cordial and informative, after all, that is the point, right?
All that said, I want to share with you all some pointers on how not to rattle the apple cart at work, when it comes to communicating via email.
Don’t Take it personal (all the time)
One of the things that I definitely think I may need to tell myself is not to read too much into what people write in work emails. Why? Because sometimes the writers are completely oblivious to the fact that the way they have expressed themselves in an email is rude and condescending.
These are usually the worst offenders because they are also the most confident. That said, it doesn’t mean that you should not call people out on their bad emails, especially if there is a pattern. Just because there are people who do not know that their method is flawed, doesn’t mean there aren’t those who deliberately write and share problematic messages. Know the difference and respond accordingly.
Miss me with the ‘Kindly’
Adding kindly to an email does not make it kinder, more pleasant or friendly!
I remember years ago reading an eye opening tip from my respected colleague and friend, Marie Berbick, about using the word kindly and the fact that it can be misconstrued as being rude and condescending and ever since I’ve been sensitive about using the word. In fact I judge people who use kindly as much as, if not more than I judge persons who have a weak handshake (don’t judge me).
Try not to use the word kindly in fact you don’t need to use it at all in your email. When making a request, adding ‘kindly’ won’t actually make it easier to swallow. Sadly, most people when sending requests for action, add the word, not realizing how demanding they appear, instead of nice as they intended.
Bad idea: ‘As per my last email…’
The famous ‘as per my last email’ is not only unnecessary but it’s very aggressive. Now I understand if you’re writing to a lender, someone who owes you money or even someone who is holding up your business and stressing you out but is it really necessary for an email to a colleague?
The milder version of this, ‘as per our discussion’ is a bit more palatable because it is actually factual. It acknowledges that “a discussion was had and we’re just bringing it to the email world” thereby providing context and there’s an understanding that we are communicating on this subject. Somehow it feels a bit less agreesive than ‘as per my last email’, for some reason.
But reminding me that you had sent an email previously is not absolutely necessary, and for the most part is an aggravation.
Cc me Not!
In many work environments it is considered the highest form of aggression when you copy not only a person’s manager but every other person in their department on an email. Why? because you are saying “hey I’m escalating this but I still want you to be a part of it” or “I’m trying to shame you because this is my opportunity to show you up.”
Now, it is sometimes necessary to copy additional people on an email, but must it be done in an attempt to speed up a process? Does it usually work? It can be an effective ‘tool’ but you must know when and how to use it in getting your job done.
The ‘Reply All’ Queens
This one personally ticks me off all the time and it goes beyond the professional world. Imagine, there are 30 people who have been copied on an email. The message doesn’t require every member of the group to respond to confirm anything it really was just an FYI. However there is always that one person who chooses to respond with something like “thank you” or “noted” and not only do they respond like that to the person who sent it they ‘reply all’. The ‘reply all’ button is your enemy use it sparingly, if ever.
(Don’t) Call Me
Unless it’s an extremely important emergency, then calling me to confirm that I received your email is not absolutely necessary or cute. It’s actually super annoying and there is a level of control that you’re trying exert over me because you expect that your email deserves immediate attention. I mean, of course I have nothing else to do so why wouldn’t I just action your request a few seconds after you sent your email?
Many of the issues around email etiquette can be solved with one simple solution: READING!
The reality is many of us don’t actually read and comprehend the messages that we receive and therefore we don’t adequately equip ourselves to properly respond. It’s not easy because not everyone is confident in expressing themselves in writing, but it comes with the territory.
Be inspired, Be informed, Be Glorious!
Kevin
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