A hot cup of coffee next to the computer, a press of the power button and our work day begins. Transported into cyberspace, we quickly scan emails for directions from supervisors, input from colleagues or requests from clients and customers.

The very technology that accelerates the pace of a work environment can lead you to precipitously and poorly compose emails that may result in injuring your work relationships and damaging your professional standing.  

Take a deep breath before you press “Send,” and follow these cautionary tips to prevent a potentially dangerous slip in your professional life.

Friendly but formal

When composing or responding to emails at work, use a warm approach, but follow standard business protocol. Keep in mind that you represent your company or organization. Avoid abbreviations that are not customary to your field, and be sure to double check for spelling, grammar and punctuation errors.

Be brief and to the point

Reply as promptly as possible and try to focus on one or two major points or issues. Lengthy emails are generally not appreciated and force harried readers to scan through your long-winded note. As a result, the important information you are attempting to convey may get lost. Use active verbs and avoid long sentences.

Use courtesy (CC) and blind copy (BCC) wisely

Avoid cluttering inboxes by overusing CC. Copy only colleagues who are directly involved. It’s best to use BCC when sending a note to a large distribution list so your recipients don’t have to weed through the long list of names.

Don’t use email to resolve conflicts

It’s always advisable to deal with major problems face to face.  Attempting to resolve conflicts through email can actually cause more harm than good and may even contribute to escalating the conflict. There are times when old-fashioned tone of voice, body language and personal nuance are the best “technology.” The direct touch offers everyone involved an opportunity to air grievances and to engage in dialogue that can create solutions.

Email is NOT confidential

One of the most important things to remember is that email is not confidential and is company property. This means that your email messages can be retrieved by your employer. Also, realize that any email you send can be forwarded to someone else so it is equally important to craft your messages in a business style and avoid any name calling or gossip. Always review a message you composed or replied to for content. If you are having a bad day at work or are angry at a co-worker, make sure your current mood isn’t reflected somehow in your email message.

Tone of voice

Be careful using humor or sarcasm in an email message; it can be taken the wrong way especially without the benefit of verbal and body language cues. While writing is a creative way to express yourself, your message can misfire if the receiver doesn’t appreciate or understand your humor.

Signature

Your signature can provide additional information as to how you can be contacted and also serve as a marketing tool if you have a website. Include your work address, phone number and website. You might also consider adding your LinkedIn profile and/or blog address

Personal use

Do not send personal emails or job search correspondence using your work email address, and avoid using formal work time to answer emails on your personal address. People have been fired for both infractions.

Think before you write and read before you send.

For more information on email etiquette, check Temple University’s Fox School of Business.