Immediate regret fills your body as you realize you did not mean to send that email, to that person, with that wording. It’s happened to the best of us- for one reason or another. It definitely has happened even beyond the personal email level. Here at Bravo, we’ve made the mistake of the hasty email send and have suffered the repercussions. There have been times where emails between coworkers here have been included or forwarded to customers they were not intended for. Sometimes emails to customers are written carelessly and not proofread at all, making them look far less professional than they should (I’m guilty of this offense). And on the rare occasion an email “attack” or a not so pleasant email is sent out of anger or frustration and puts a definite strain on the relationship with the customer. It isn’t productive, it isn’t helpful, and it is a one way ticket to lose business.
2. Never say ANYTHING you do not want EVERYONE to see – Someone may forward it – also it is the best defense against sending it to the wrong person.
3. Never send an email when impaired by fatigue, depression or substance abuse.
4. If you are not comfortable CCing all who are mentioned in the email, do not send it.
- There is no tone of voice so the reader is left to fill this on his or her own.
- Be mindful of the reader and how your text can be perceived.
- Put your main point first with any supporting detail below because many people have a tendency to read only the first sentence or two.
- If you are emailing about 2 different things, it may be better to send two emails, number the items or say up front “two items.”
- When replying be sure to refer to the prior email or make sure it is included in the text.
- Attachments are often forgotton so it is a good idea to add the attachment before composing the text.
- Read it once before hitting send to see if autocorrect changed the meaning and intent of your email.