Email is one of the most commonly used forms of communication in the workplace—but it’s also one of the easiest ways to unintentionally create conflict or misunderstandings. While we’re often mindful of what we say out loud in the office, many employees forget that the same level of discretion should apply to written correspondence.
Unlike a conversation, emails create a permanent digital trail. Anything you send can be saved, forwarded, or resurfaced—sometimes out of context—long after the fact. That’s why it’s essential to be thoughtful about what topics you discuss over email.
Here are four types of conversations you should always keep out of your work inbox:
- Criticism of a Colleague’s Work
Avoid discussing someone’s job performance or work quality over email. Tone doesn’t translate well in written form, and even neutral observations can come off as harsh or unprofessional. Whether it’s constructive feedback or casual commentary, it’s better to have these conversations in person or via video call, where you can ensure clarity and maintain empathy.
- Office Gossip and Rumors
Even if you trust the person you’re emailing, workplace gossip has no place in your inbox. A message intended for one person can be accidentally forwarded or seen by others—and once it’s in writing, there’s no taking it back. Participating in the rumor mill over email can damage reputations, fuel conflict, and hurt your professional credibility.
- Negative or Harsh Feedback
Providing feedback via email can be tricky. Without tone, facial expressions, or immediate back-and-forth, your words may be misinterpreted as overly critical or even hostile. When feedback is necessary, choose face-to-face communication or a video meeting—especially for anything that may be sensitive or emotionally charged.
- Sensitive or Personal Topics
Topics such as compensation, performance evaluations, schedule changes, or workplace grievances should never be handled casually over email. These subjects require context, nuance, and often privacy. When in doubt, schedule a private meeting or call with the appropriate party instead of hitting “send.”
In Summary
Think of email as a public record—because in many ways, it is. When used thoughtfully, it’s a powerful tool. But when misused, it can create lasting problems. Keep your work email professional, purposeful, and free of gossip, complaints, or sensitive matters. Your future self (and your employer) will thank you.
Gary Brunson
gary@myclearfocus.com
Debra Rider
debra@myclearfocus.com
574.361.2674
Sustainable Growth & Profit Consultant, Coach, Mentor, and Counselor/Therapist for Business Owners and Professionals.