5 Email Mistakes That Could Undermine Your Leadership Credibility
In today’s workplace, communication is key, and emails play a central role in that communication. However, as much as email is a great tool for providing a clear, documented trail of correspondence, it can also cause harm if not used thoughtfully. Particularly for managers, sending the wrong type of email can not only harm employee morale but can also lead to misunderstandings and disengagement.
Bonnie Low-Kramen, an expert in workplace behavior and communication, highlights five types of emails managers should avoid sending. These emails can undermine trust, erode morale, and damage the professional relationship between managers and their teams. Below, we’ll dive into these five email types and explain why they’re so damaging, as well as how to avoid sending them.
1. “You’re Fired” Emails
The practice of firing someone over email is becoming increasingly common, with high-profile companies like Google, Twitter, Meta, and Shopify making headlines for doing so in 2023. However, regardless of the company’s justification, firing employees by email is never appropriate.
Why it’s a problem: Firing an employee via email is not only cowardly but also deeply inhumane. It’s demoralizing and traumatic for the individual involved, and it also reflects poorly on the company. Employees may feel humiliated and devalued, especially if they’ve recently received positive performance reviews. This type of email can cause emotional distress, resulting in a long-lasting impact on the individual’s mental health and career outlook.
Instead of firing via email, ensure that employees are notified in person or via a video call, where they can receive support and have the opportunity for a conversation. Providing emotional support during such a difficult time will help maintain dignity and ensure the message is delivered with care and respect.
2. “Checking In” Before a Deadline
When you’re concerned that your team may not be meeting a deadline, it’s tempting to send a “check-in” email to ask how things are going. However, checking in before the deadline—especially without reason—can send a damaging message to your employees.
Why it’s a problem: To employees, a check-in before the deadline often signals a lack of trust. It feels like being micromanaged, and for many adults, this can be infantilizing. It can make employees feel like they’re being treated like children, with a manager questioning their responsibility. Instead, trust your employees to manage their own tasks unless there are clear indications that they need additional support. If the deadline is approaching and there’s genuine concern, communicate that directly, but don’t preemptively question your team’s ability to meet it.
3. “Urgent” Emails When They Aren’t
Urgency is a common tactic used in email subject lines, but when everything seems urgent, nothing is truly urgent. Marking an email as “urgent,” “code red,” or “open immediately” creates a sense of panic among employees.
Why it’s a problem: If every email you send is flagged as urgent, your team will begin to feel overwhelmed and may become desensitized to the message. Over time, employees may feel exhausted and anxious, especially if they’re bombarded with constant “urgent” emails. This reduces the effectiveness of communication and can lead to burnout. Use urgency sparingly and only for truly time-sensitive matters. Otherwise, you risk creating an environment of perpetual crisis that drains the team’s energy.
4. Emails with a Negative Tone
While it’s understandable to feel frustrated or upset in the workplace, sending negative emails filled with anger or sharp criticism rarely leads to productive outcomes. Writing harsh or passive-aggressive emails might feel cathartic in the moment but can leave a lasting negative impact on employee morale.
Why it’s a problem: Emails lack the nuance of face-to-face communication, and without body language or tone of voice, it’s easy for written words to be misinterpreted. An email that isn’t meant to be hurtful can easily come across as short or overly blunt. When you’re upset, take a moment to cool off before responding. Rewriting an email with a more measured, respectful tone can prevent unnecessary tension and miscommunication. Always aim to be constructive, not destructive, in your feedback.
5. Communicating Major Changes via Email
In our digital-first world, it’s tempting to use email for all types of communication, including major company changes. Whether it’s a rebranding or a corporate restructuring, emailing employees about significant shifts in the organization should be avoided.
Why it’s a problem: Major organizational changes should never be communicated via email alone. While email is useful for sharing initial information or updates, it’s not the best medium for discussing significant shifts. Important changes affect employees emotionally, and they deserve a chance to ask questions, voice concerns, and engage in a dialogue. Emailing these changes leaves employees feeling disconnected and confused. A meeting or video conference where employees can discuss changes, understand the reasons behind them, and ask questions is far more effective. Additionally, this allows the leadership team to gauge the reaction and provide real-time clarification.
Conclusion: The Importance of Thoughtful Communication
Email remains an essential tool for communication in the workplace, but it can also be a double-edged sword. Managers must be mindful of the types of messages they send and the tone in which they’re delivered. By avoiding these five types of emails—firing messages, unwarranted check-ins, unnecessary urgency, negative tones, and major changes delivered via email—managers can foster a more positive, respectful, and productive work environment.
Effective leadership requires emotional intelligence and clear, empathetic communication. Thoughtful emails that respect employees’ time, feelings, and contributions help build trust, engagement, and loyalty. Before hitting “Send,” ask yourself: Is this the best way to communicate this message? If not, consider alternatives that will allow for a more personal, respectful exchange.
Ready to strengthen your leadership credibility through better communication?
Email is one of the most powerful tools in leadership, but small mistakes can undermine your credibility. In our Starting Your Own Business course, we teach you how to communicate effectively with your team and clients, ensuring your messages are clear, professional, and impactful. Learn how to build trust and respect through your communication and lead with confidence. Ready to enhance your leadership skills and create a business built on integrity? Start today.
