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.So here at Bravo we thought we’d share our 4 golden rules of don’ts when it comes to sending out emails:1. Never send an email when angry – Put it aside and wait a day or so, then see if you still want to send it.
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.More thoughts:
Hopefully this will help you from having an OMG email faux pas in the future.
- 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.
Monday we were hit with 6-14″ of snow but true to our mantra, we are 24/7 and always have a driver available. We got a call at 1pm. It was Judy, a customer with an urgent need. She asked if we could pick up a visa in Manhattan by 2PM. Our mission would be to help make it possible for her boss to catch an early evening flight to Saudi Arabia to attend an important business meeting. Due to road conditions and slow moving traffic, we said it was possible but unlikely. With a hopeless sigh, she asked us to go anyway and to give it our best shot. We agreed to do just that and to give her a call back with a progress report before 2PM.
Anxiously watching the clock, we called our driver at 1:45PM and he said that his GPS showed an ETA of 30 minutes. 30 minutes!! The visa service was closing in 15. Could it be that we would not make it?
Immediate action was necessary. Judy, our dispatcher and our driver all called the visa service and begged the owner to wait for us. He agreed to wait but only 20 minutes and true to his word called back at 2:20PM, saying he would wait no longer. A last ditch attempt from our driver somehow got him to agree to meet in front of the building. At last, we all could breathe a sigh of relief and by 2:25PM the driver was on his way back to NJ with the visa.
Even though the conditions were bad, the flight to Saudi Arabia was not affected. Our nervous traveler was waiting in his limo for our driver, ready to fly straight to the airport.
Feedback from Judy after a job well done:
I wanted to thank you again, Yesterday you and your driver SAVED MY LIFE!! Because you and the driver my boss made his flight to Saudi Arabia.
Your driver was quick and I was so short notice, and I do apologize for that.
My team travels 90% of the time which means I am always last minute but you and drivers make my job a bit easy for me.
I can’t thank you enough.