The Power of an Email

by Jun 9, 2022

Written by: Sabrina Singh

 

A few weeks ago, I received a message from someone I had never met. Her email (about a rather mundane request) was filled with enthusiasm and encouragement. 

The introductory “Good morning Sabrina!!” set the tone for a positive message. And the sign-off was no different, reading:

 

Happy that I can bring some sunshine into your day!

Be brilliant!

Warmly with Gratitude and Grace,

~ Name

 

The email gave me all the information I was seeking, in a way that left me feeling considered, encouraged, and ~ultimately~ happier.

That same day, I received a different email that:

  1. Provided no greeting
  2. Answered my questions in a short, vague manner
  3. Required us both to spend additional time exchanging emails to clarify the vague answers

I felt like I was interacting with a stranger that just wanted to get the interaction over with. Now, I’m sure that person had a million other things happening and no ill intentions. But, intention and perception are two very different things.

While our in-person interactions are important, our virtual interactions can be just as impactful.

So let’s break it down and consider easy adjustments that will help your everyday emails create positive interactions:

 

GREETING

Your greeting sets the tone for the rest of the email. Addressing your recipient by name automatically makes the email feel more personal. Following it with a simple greeting of well wishes will help portray positive intent. For example:

Good morning Sabrina,

I hope you’re doing well! Are you available for a meeting next week?

On the other hand, “Hi. Can we meet next week?” feels rushed, with a tone left open for interpretation. 

However, I’d be remiss if I didn’t bring a little DISC into this conversation, as we all have our own preferences for communication. (DISC is an assessment that helps you understand your own communication preferences and that of your team members.)

If you’re high in Influencer preferences, you might prefer the first email. If you’re high in Dominant preferences, you probably prefer the second and are thinking, “What’s wrong with it?”

I hear you, and, I also suggest that erring on the side of caution when sending emails means being more personable and connectable rather than less. Particularly in a world focused on inclusivity, I suggest that my first example would lend itself to that goal. 

 

CONTENT

The body of the email should be concise, yet informative. And it should address all questions, even if you don’t have the answer. 

If warranted, a simple, “I’ll get back to you on this by the end of the day tomorrow” lets them know that their question wasn’t ignored or missed.

Additionally, don’t be afraid to show some personality! As we continue deeper down the path of electronic communication, we have also continued down the path of informality. I’m not saying you should use emojis every chance you get, but use your best judgment to include expressive elements when appropriate. 

 

SIGNOFF

How you close the message is just as important as how you lead into it. Think of something funny, warm, kind…anything that will reinforce your positive tone.

Making these adjustments will ensure that:

  1. Your recipient feels personally addressed
  2. Your recipient feels heard and acknowledged
  3. Your recipient feels considered and cared about

These are elements that are significant to our everyday interactions…so why wouldn’t we make them part of our virtual ones, as well?

Go off, be free, make someone smile (via email!), and always be kind.

About Catherine Mattice

Catherine Mattice, MA, SPHR, SHRM-SCP is President of consulting and training firm, Civility Partners, and has been successfully providing programs in workplace bullying and building positive workplaces since 2007. Her clients include Fortune 500’s, the military, several universities and hospitals, government agencies, small businesses and nonprofits. She has published in a variety of trade magazines and has appeared several times on NPR, FOX, NBC, and ABC as an expert, as well as in USA Today, Inc Magazine, Huffington Post, Entrepreneur Magazine, and more. Catherine is Past-President of the Association for Talent Development (ATD), San Diego Chapter and teaches at National University. In his book foreword, Ken Blanchard called her book, BACK OFF! Your Kick-Ass Guide to Ending Bullying at Work, “the most comprehensive and valuable handbook on the topic.” She recently released a second book entitled, SEEKING CIVILITY: How Leaders, Managers and HR Can Create a Workplace Free of Bullying.

Navigating the Era of “Quiet DEI”

Companies across industries are changing how they talk about Diversity, Equity, and Inclusion (DEI). Not too long ago, DEI was splashed across annual reports, websites, and conference stages. Now? The phrase itself has become a political lightning rod, and many...

3 Cultural Faux Pas You Might Not Realize You’re Making

Cultural missteps happen to everyone, even the most seasoned leaders and global brands.  Recently, American Eagle launched a campaign featuring actress Sydney Sweeney with the tagline “Sydney Sweeney Has Great Genes.” The pun on “jeans” was meant to be playful, but it...

HR, Are You Part of the Incivility Problem?

You already know what it feels like to be on the receiving end of workplace “drama.” Complaints about rudeness, tension between team members, and employees quietly disengaging are all part of the daily grind. You know it’s expensive. You know it’s draining for you to...

4 Strategies to Infiltrate Civility Into Your Global Organization

At its core, civility is the foundation of a thriving culture. It shapes how people communicate, lead, resolve tension, and show up, especially when challenges arise. Civility doesn’t look the same everywhere, however. What feels respectful in one culture might come...

Is It Okay To Bully AI?

According to a Pew Research Center study, 79% of Americans interact with artificial intelligence (AI) almost constantly or several times a day. Gartner predicts that by 2026, 80% of enterprises will be using generative AI in some form. That means we’re not just...

What Exactly is Civility vs. Incivility?

August is National Civility Month! Civility has recently climbed to the top of search trends, and with SHRM’s #CivilityAtWork initiative, the conversation is gaining real traction. But here’s the question: do you truly understand what civility means in the workplace?...

Is your workforce survey measuring the right things?

Many HR leaders rely on employee surveys to gauge the health of the workplace culture, but not all surveys are created equal. Whether you're using an engagement survey, a Great Place to Work® survey, or another tool, the question is: Are you gathering the right data?...

Conscious Unbossing: Why Gen Z Is Saying “No Thanks” to Leadership Roles

According to DDI’s Global Leadership Forecast 2025, 80% of HR professionals lack confidence in their leadership pipelines. CEOs are just as concerned, ranking “developing the next generation of leaders” among their top four worries. Gen Z is shaking things up. They’re...

The Workplace Culture Model Every Leader Needs to Know

We all want a workplace where people feel seen, heard, and valued. But building that kind of culture takes more than good intentions and inspirational posters. It demands a clear-eyed look at how people behave, how leaders lead, and how the organization itself either...

From Desperation to Determination: Reflecting on 16 Years of Growth

I just got an email from a spammer offering SEO help for my very old website — www.NoWorkplaceBullies.com. I hadn’t thought about that site in ages, so I typed in the link... and there it was. The original website I built the day I started my business — though it...