Professional Email Etiquette in the Office

Professional email etiquette is just as important as regular, everyday office etiquette. Some people even argue that it is more important because we tend to lose our inhibitions when sending email. Just because you are sending email, that doesn't mean there won't be repercussions. If you feel that your email may contain risque content, then use common sense and remove the unsuitable material. It's not worth losing your job over something so stupid.

Unfortunately, this basic guideline isn't enough to assure that office email always stays professional. Every workplace has its own guidelines on maintaining professional inner-office communication. If you have any questions, then don't be afraid to voice them during office meetings. To get you started, here are some basic guidelines that you can use to start a discussion on professional email etiquette in the office:

Anger and Frustration

Anger and frustration should not be dealt with through email communication. Rather, it needs to be handled face-to-face in a method concurrent to office policies. In fact, avoid gossiping or complaining about other staff members altogether. If you have an issue with another's behavior, bring it directly up with either him or her, or the office manager.

Disciplinary Action

Do not discuss disciplinary action in your email communications. Realize that quality control officers constantly monitor most inner-office email communication. If you complain about disciplinary action against yourself or another, you may discover that it has become the central topic of your next office meeting. Supervisors have no problem using your email as 'evidence' to discredit you and support their claims.

Unlawful Activities

Conversations about unlawful activities shouldn't occur in either company emails or on company property. This includes discussing drug activity, making racist comments, or issuing threats against coworkers, or anybody in the world for that matter. If you are discussing something that your Mother would find inappropriate, then stop immediately. I could careless if you smoke marijuana. But, if your boss finds out, that's your ass out the door.

Sexual Innuendo

Unless you work for an erotic entertainment company, avoid discussing sex at work. Such emails can seriously offend both coworkers and supervisors. In general, do not make inappropriate comments, discuss sex, or hit on coworkers; Sexual harassment laws are no joke.

Personal Details and Plans

Refrain from discussing either personal details or plans through email communications. There is no need to discuss 'where to eat', 'what to eat', or 'when to go eat' through office email. These discussions need to be limited to face-to-face communication. Otherwise, you are wasting storage space and essentially creating worthless spam.

As a general rule, make certain that your emails are short, to the point, and relevant to work. If ever your email begins to lean towards the subjects mentioned above, then delete it and start over. It's not worth losing your job and damaging your career over a fleeting moment of stupidity.