by Krystle Hernandez

Created on: March 24, 2007   Last Updated: April 17, 2007

E-mail is used in the business environment to facilitate communication internally (among associates) and externally (from client to associate). Because of the informal tone and nature of writing emails, employees often forget that these messages are commonly archived electronically for lengthy periods of time. E-mails are typically used in court rooms nationwide to justify a company's decision to terminate, so if you plan on arguing against your boss's decision to fire you, be sure you have no skeletons in your computer history.

In general, it is best to keep in mind several topics to avoid when using e-mail at work.

1. Classified information is always classified, so remember not to mention sensitive material via e-mail. In most cases, forwarding confidential data to unauthorized individuals will not only be grounds for termination, it can also land you with a series of hefty fines and pricey court fees.

2. When sending pictures, consider the content. Regardless of whether it is a joke, remember that your name is attached directly to this e-mail. If you are caught forwarding an picture of questionable nature, the outcome will likely be negative. Also, definitely avoid sending pictures that may indict you or a co-worker in any form of illegal activity.

3. Gossiping is a common activity in corporate circles, but try to avert spreading the gossip yourself by forwarding or copying pertinent bits of information that may offend your superiors or another co-worker in some way.

4. Keep sex out of work. Corporate e-mail is designed to relay business data only. Although must companies do not apply strict regulations regarding e-mail content from associate to associate or from an associate to an external source, they typically do not encourage sexually charged conversations or photographs of a sexual nature. Keep your sex talk to yourself and you should be ok.

Overall, most companies only reference e-mail archives when a situation arises; however most of us are unaware of how and when the next situation will occur. The best advice, therefore, is to remain conscious of the image of yourself you want to portray to your co-workers and superiors. Think about whether what you are sending is appropriate or not before you send it, and you should be in the clear. Good luck!

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