Because so many of us can’t meet face to face as we shelter in place during this pandemic, we are depending on Zoom and Skype and FaceTime and livestreaming and various other virtual platforms. Email still reigns supreme as the number one most widely used communication tool for follow-up required correspondence, but with email, we lose the body language, facial expressions, and tone of voice that can help communicate a total message.

Yes, tone is tricky with email, and we shouldn’t try to make up for it by inserting smiley face emojis and excessive punctuation marks. And in these five scenarios, we definitely should be leery before pressing send. These are five emails that should never leave our outbox.

1. When you just want to “go off” or vent.

I tell my live seminar participants that anger and danger are separated by only one letter. Emails sent in anger or the height of anxiety can result in danger, including the danger of losing one’s job. Remember: Email lasts forever.

2. When addressing confidential, sensitive matters

such as disciplinary or performance reviews—and never someone’s Social Security number.

3. When it’s personal information.

Even during this time when work and home life are intertwined, we don’t need to get lax about sending personal emails from our work accounts.

4. When you don’t want a permanent record of the message.

Again, email lasts forever. There are certain times it is much better to pick up the phone and call.

5. When it’s urgent!

For some reason, people think we are sitting at our computers awaiting an email from them and will be able to respond immediately. Email is not intended for immediate response. It could be hours before someone checks in. Calling or texting typically will yield a faster response.

To customize a keynote or professional development session that will have your audience laughing and learning, contact Mandi Stanley.

Certified Speaking Professional Mandi Stanley works with business leaders who want to boost their professional image by becoming better speakers and writers through interactive high-content keynotes, breakout sessions, workshops, technical writing seminars, and fun proofreading classes. 

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