You cannot simply write any and everything in an e-mail professionally. E-mails take on a special tone, style and could almost be considered a form of written art which requires careful attention. There are several considerations to keep in mind before pressing the send button.
Perhaps you had a disagreement at work with your boss or co-worker. Maybe it was simply a miscommunidcation or misunderstanding. Do not write an email in a rushed fury full of negative sentiment. Take a few minutes to cool down. It may be easy to get angry but when you are communicating your grievances and concerns do not let that emotion seep through. It is essential to communicate your frustrations or disappointments in a profession manner and in professional language. Make sure that you email does not sound like a rant but carefully and tastefully expressing your desire to address grievances.
Time and judgement are important considerations. Do not wait until it is too late to send an email. You may appear to be disconnected and uncoordinated if you do this.
On the other hand if you send out an email too soon you jeopardize missed information or making hasty statements. Therefore ensure that you take the time to digest and re-evaluate the situation and reply within the half hour or hour.
Just like it is important not to rant and go on and on, words are important as well. Remember you are not writing a novel so make sure your emails are to the point and unambiguous. You could always politely express your willingness to meet up with the concerned person.
Review, edit and re-edit. No one wants to be perceived as sloppy or not diligent enough. Keep your emails nice and tidy, free from mistakes such as grammar and spelling mistakes.
Respect for privacy is of outmost importance. All co-workers are to anticipate that their right to privacy, dignity and integrity will be respected in the workplace. Therefore do not send out an email to persons who are not concerned and if you do so, according to what laws of your state or province are, ensure that you have the other person’s consent to disclose information.
Additionally do not share details about a person, project or discussion about a co-worker or boss with others. This will generate tension and unease.
Do not “reply all” to emails. Simply send it to the appropriate person. Do not make situations ackward.
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