by Jeannie Sather

Created on: April 11, 2009

In today's working world, email is essential for most jobs. It can also get you in big trouble, from getting fired to be named in a harassment suit or it can land you a promotion. Not to mention the fact that your customers and coworkers will be happier. Here are some tips to remember that will help you.

One of the most important things to consider is the fact that emails are covered under the harassment policy at every work place. No threatening, racist, or sexist remarks or jokes should ever be sent to or from a work email address. Even when the person on the other end is OK with the material in the email, if someone else happens by when it is being read and is offended by what is sent, both the sender and the receiver can face problems, such as disciplinary actions or sent to sensitivity training.

Second, you never want to ask for or send personal information like credit card numbers, social security numbers, company secrets, or any other non public information in an email unless it is encrypted and even then don't list that in the subject line of the email. Most emails are not secure and can be forwarded to another party without the original sender's knowledge. Just think of any forwarded message. especially jokes or chain letters, you have recieved; many times you may never have heard of the original sender. If you need to reference personal information, only use the last four numbers of a credit card or social security number or ask the person to call you.

Third, make sure your emails are wanted. You never want to send an email that a person doesn't want. Even if it is concerning a new product you're sure all your good customers will be interested in, get their permission first. You could lose a customer or worse be reported as spam. Getting their permission can be done with a simple note attached to the first confirming email you send a customer asking if they would like to recieve promotional emails. If a customer says he or she does not want those emails, remove them from your list immediately.

Fourth, work email belongs to the company you work for, so you never want to say anything in your email that would embarrass the company. Also, most companies archive and keep all emails that employees write and send in a separate database that is scanned for different key words, depending on the company, to make sure the emails are not being used improperly (for harassment) or illegally (insider trading). Even if you delete a message, it is not neccessarily removed from the company database. When you write an email from work, imagine that the whole company, including the CEO will read it. In truth, they could.

Remember, email is not always confidential but like a post card that can be placed on the company bulletin board (with your name attached). So treat it as such. It could mean the difference between a promotion or losing your job with a law suit attached.

Learn more about this author, Jeannie Sather.
Click here to send this author comments or questions.