10 Emails That Could Get You Canned

For better or for worse, email is increasingly the way many Americans communicate in this technological era.

About 62 percent of employed adults use email or the Internet at work, a recent Pew Internet & American Life Project study found, and many also have mobile devices that help keep them connected even when they aren't at work.

All that connectivity allows users to speed communication instantly across thousands of miles. But failure to use the technology wisely can result in recipients being offended and the sender's judgment called into question.

More seriously, failure to heed some basic rules of email etiquette can result in workers being fired from their jobs. Just ask David Cox, the former auditor for Knox County, Tenn., who was fired last week after he sent an expletive- and insult-laden email to Knox County Commissioner Amy Broyles.

One such email, supplied to the Knoxville News Sentinel by Broyles, included the following rant: "You are such a B....!! And your family are weirdos that go to a wierd (sic) church!"

Cox was fired following an internal review, which cited "impairment to objectivity" as the official reason for termination, the newspaper noted. In letting his anger get the best of him, Cox, 43, essentially surrendered a $42,600 a year job where he had worked for nearly three years.

Moreover, it was unnecessary. A rule of basic etiquette is to avoiding sending email when angry, according to Jacqueline Whitmore, the brains behind etiquetteexpert.com.

Though the message contained within Cox's fuming missive is plain, the emotions behind many emails isn't always clear. "Facial expression, vocal inflection or body language can't be conveyed in an email, so messages may be misconstrued as too harsh, too critical or too casual," notes Whitmore, author of "Business Class: Etiquette Essentials for Success at Work."

Whitmore advises workers (or anyone using email, for that matter) to never send email when angry, and to take time out to cool down and re-read a message before sending it, to ensure that nothing has been written that may be regretted later.

Along with sending "mood mail," as Whitmore refers to anger-filled email, here are nine other email mistakes that can easily be avoided, compiled from the author's list of "15 Essential Email Etiquette Tips," published at her website:

  1. ALL-CAPPED email. Using all uppercase letters is considered CYBER SHOUTING (and you could be fired for it). As an alternative, use asterisks to emphasize key words. "Bob and I had a *wonderful* time at the company reception last night."
  2. Personal email. If you wish to send someone confidential or time-sensitive information, use the phone or meet in person. Emails can be duplicated, forwarded and printed, so don't send or say anything you wouldn't want repeated or posted in your company newsletter.
  3. Sloppy email. It pays to check before you click. Before you hit the "send" button, check for grammar, spelling and punctuation errors. Take an extra minute or two to proofread, or read your email aloud to be sure that it says what you want it to say.
  4. Joke email. A funny email may seem innocent but it may be insulting to someone else. Email messages that are hostile, harassing or carry discriminatory overtones are permanent and may be forwarded to others without your knowledge.
  5. Loooong email. Keep it short. If possible, put your full message in the subject line. For example, "Can we meet this afternoon to go over budgets?" then finish the sentence with (EOM), the acronym for "end of message." The recipient won't need to open the message to respond. Use acronyms only when your recipients know their meaning.
  6. Buddy-buddy email. It's better to be more formal than too casual when you want to make a good impression. Use a person's surname until they respond by signing their email with their first name. This generally indicates that they don't mind being addressed more casually.
  7. Congratulatory email. A congratulatory email doesn't have the same impact as a personal thank you note, no matter how many people you copy on the message. Besides, most people cherish typed or handwritten notes versus an email message.
  8. Over-shared email. There will be times when you need to deliver an email to a large group but don't want to launch a massive distribution list by emailing everyone together. If the recipients are unacquainted and you don't want to divulge all addresses to all of the recipients, use the "bcc" or blind carbon copy function. When bcc is used, the only other email address that appears in the recipient's mailbox is the sender's.
  9. Oops email. If you receive an email that was sent to a multitude of people, including yourself, reply only to those who require a response. Hit "reply all" only if it is crucial that every person on the distribution list see your response. In many instances, the sender is the only person who requires a response.
  10. Moody email. Never send an email when angry. Take time to cool down and re-read email before sending to be sure messages don't contain anything you will regret later.



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hillsidewolf

This author cautions others to proofread carefully, and then he writes: "...Though the message contained within Cox's fuming missive is plain, the emotions behind many emails isn't always clear. " The emotions isn't always clear? Nor, alas, is the grammar,
Take an extra minute or two to proofread, eh?

May 29 2013 at 7:31 PM Report abuse rate up rate down Reply
Tiger Lily

Some people use all caps because they can only type with one hand.
Sometimes emails are the Post-it Notes of the cyberworld.
Sometimes there is no spellcheck or grammar check available, like right here, right now.
Sometimes one's device has autocomplete and enters things incorrectly, or the virtual keyboard is a royal pain, like right now, and sometimes it is impossible to jump back and correct, like right now.
Always use regular and usual grammar and punctuation, please. Strange and novel things, like asterisks for emphasis, just look uneducated and incorrect. Not everyone will know your local code.

August 13 2011 at 12:20 PM Report abuse rate up rate down Reply
kalico500

Judann, LOL!!!

August 09 2011 at 6:39 PM Report abuse rate up rate down Reply
CHER

SORRY BUT I USE ALL CAPS BECAUSE I AM ALMOST BLIND I CANT SEE THE SMALL PRINT. SO LETS NOT SAY I AM YELLING AT SOMEONE. BESIDES I DONT YELL BECAUSE YELLING IS A FORM OF STRESS AND I HAPPEN TO BE A STRESS FREE PERSON. REMEMBER THIS STRESS CAN KILL YOU I WAS AT THE DOOR OF DEATH AT ONE TIME IN MY LIFE, SO I AM NEVER STRESSED, I LOVE LIFE TO MUCH TO BE YELLING .

August 09 2011 at 6:19 PM Report abuse rate up rate down Reply
2 replies to CHER's comment
InitialCapsIsBest

you could type it in all caps, paste it to word, and hit "shift + F3" to toggle between Initial Letter Case, ALL CAPS, and no caps. It is one simple step, that will forever stop your emails from hurting the internal ears of all that hear them.

August 06 2012 at 2:36 PM Report abuse rate up rate down Reply
InitialCapsIsBest

You could type it in all caps, paste it to word, and hit "shift + F3" to toggle between Initial Letter Case, ALL CAPS, and no caps. It is one simple step, that will forever stop your emails from hurting the internal ears of all that hear them.

August 06 2012 at 2:37 PM Report abuse rate up rate down Reply
Judann

aol you SUCK big time.what happen to free speech.jerks

August 09 2011 at 4:49 PM Report abuse +1 rate up rate down Reply
alfredschrader

Never use a company computer for anything except work. Send your personal emails from your computer at home. Use the same docurum as you would if it had been typed on an IBM selectric....Al-

August 09 2011 at 4:27 PM Report abuse +3 rate up rate down Reply
kimballh53

unsolicited email is the absolute worst.

August 09 2011 at 2:23 PM Report abuse rate up rate down Reply
G. H. K.

Excellent article, especially the emphasis on etiquette, a vanishing subject and concern.

I consider your list to be "rules" for employment venues, but suggestions elsewhere, that is, where First Amendment free speech protection is stronger.

It's a mistake to think that email etiquette is inconsequential, or "BS". When an employer seeks a pretext to oust an inconvenient employee, like a whistle-blower, *or* (see, I can learn!) when a fired employee seeks evidence of mistreatment, like discrimination or some cover up, they'll inevitably scour email for incriminating evidence, or what could arguably be that. So, unpleasant though it may be, we must be careful.

August 08 2011 at 9:15 PM Report abuse rate up rate down Reply
tonythetiger122

This article is stupid. I think the only emails you could get fired for are ones that waste your time or other peoples time. Also emails that spread gossip and rumors about workers might get you fired as well The rest is BS.

August 08 2011 at 6:03 PM Report abuse -1 rate up rate down Reply
1 reply to tonythetiger122's comment
willowreed

Not BS, but apparently common sense that a lot of people no longer have.

August 09 2011 at 3:37 PM Report abuse +2 rate up rate down Reply
1 reply to willowreed's comment
dj49

You are absolutely right. Common sense just isn't common anymore. Using profanity in an email is no different than saying the same thing to someone in person. If you call your boss a bitch to her face, you will most likely be fired.

August 10 2011 at 10:49 PM Report abuse rate up rate down
susanwalls

It's completely inappropriate to call a coworker a "b****" and their family "weirdoes" in a work email. I wouldn't want someone that immature and incapable of controlling their emotions working for me. If he had a legitimate problem that he was unable to resolve directly with his coworker it would have been much better and appropriate to look to his boss for assistance. There is no room for bully or thuggish behavior in the workplace.

August 08 2011 at 5:22 PM Report abuse +6 rate up rate down Reply

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