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Over the years ever since we started our career, almost most of us had dealt with a rude and unprofessional email. Usually, this type of email can be very shocking and leaves a negative effect on the employee. It is without a doubt, there’s no excuse for sending unprofessional emails no matter what the sender is going through and it can’t even happen as a joke! Working at a company means you have to be professional when sending out emails to colleagues or to candidates.
If you don’t know how to respond to professionality, we brought you some useful tips to help you.
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Don’t Reply Right After You Read The Email
Writing a reply based on anger is the worst decision you can ever make.
You need to give yourself some time to calm down and relax before you take any action. After calming down, read the email carefully to understand it better and to specify the points you will be replying to. You have to try to acknowledge why you received the email, is it because you made a mistake or because the sender is having a bad day?
You need to specify the tone of the sender and based on it, you will respond. Now, after writing your reply, don’t send it, reread it to make sure you’re professional and you’re not reflecting anger in the email.
Keep It Professional
Remember, just because someone is being rude and unprofessional doesn’t mean you should too. You have you be professional when you respond to the email, don’t go down to their level, and don’t make the same mistake as being unprofessional might affect your job and in some cases, you might lose it.
Keep your email professional and ask them questions about their tone of voice, especially if it is accusative.
Reach Out To Someone
You can ask your colleagues and friend for their opinion on the email.
There’s nothing wrong with seeking advice from other people, they might be the ones to tell you how to reply and what to say. They will help you find a proper response and can also advise you about what to do with the email.
They also can tell you if the email is intended to insult you or if the sender is just joking.
Consider Reporting It To Someone In A Higher Position
Depending on the content of the email, you can file a complaint.
If the email includes bad names and direct insults, then you need to report it to someone. If your company has an HR department, then you can forward the email to the team. If you don’t have HR then report it to your manager or to their manager.
Before taking any step, you can let your manager know and they will either guide you to the right action or they might tell you they’ll handle it.
Create Two Different Drafts
Don’t depend on the first email your write, write a second one.
There’s a big possibility that the first email you wrote won’t be the one to send. The first email will be a space for you to revenge, you will find it completely harsh and probably unprofessional too. This is why you should write a second draft, you will be calmer and more focused on what to write and what not.
Keep It Short And Simple
Don’t reply to every single point in the email, keep it short and direct.
Focus on the work topics in your email and don’t waste time writing a very long email just to reply to it, instead focus on the demands. If the email is not from a manager then you can keep the email straightforward and let the sender know you don’t appreciate the tone of the email or the behavior.
Share with us the last time you received an unprofessional email and how you responded.