Being careful when sending an email is something every knowledge worker must consider on a daily basis. Below is a section from my article, Effective Email Etiquette, to highlight when it is best to put something in an email and when it is not.

Don’t Send that Email … Unless You Have To!

One of the biggest challenges in effective communication is deciding the medium for the message. For many people, email is a common way to share information. In fact, it is often preferred, as implied by the saying, “this was another meeting that should have been an email.”  Yet it does have limits. Here are times when email is appropriate:

1. Routine communication: Emails are suitable for routine updates, sharing information, and conveying non-urgent messages. If your message is not time-sensitive and allows for a delayed response, email is a suitable choice.
2. Documentation: When you need a written record of communication, such as project updates, agreements, or decisions.
3. Scheduling and coordination: For arranging meetings, confirming appointments, and coordinating schedules.
4. Formal communication: In professional settings, emails are often appropriate for formal communication, such as job applications, official announcements, and business proposals.

However, there are situations when hitting send on that message would cause trouble:

1. Urgent matters: In situations requiring immediate attention or response, consider using a more direct and real-time communication method, such as phone calls or instant messaging.
2. Sensitive or confidential information: Avoid sending sensitive or confidential information via email, especially if it involves personal or financial details. Use secure methods or direct communication for such matters. If your message involves emotional or sensitive topics, consider having a face-to-face conversation or using a more personal communication method to avoid misunderstandings.
3. Complex issues: For complex or nuanced discussions that may benefit from real-time interaction and clarification, opt for a meeting or a phone call.
4. Negative feedback: When providing constructive criticism or negative feedback, it’s often better to deliver it in person or over the phone to ensure clarity and understanding.

What to know more about how to do better emails? Read the entire article on Effective Email Etiquette.