
Email remains a cornerstone of workplace communication, but it’s not without its challenges. According to Neil Berry, senior vice president of the language learning platform Babbel, reported for Fast Company that 88% of U.S. office workers have experienced instant regret after hitting “send” on an email. This is according to a survey conducted by Babbel for the research agency OnePoll,
Finding the optimal way to communicate via email has become a lot more important given the increased dependence on this mode of communication. A possible problem when emailing is the misinterpretation of tone and intent, which can turn even simple phrases into sources of confusion.
Regarding tone, without the benefit of vocal cues or body language, email messages can often be misread. For instance, the seemingly innocuous phrase “well done” is interpreted as sarcastic by 60% of respondents. Even punctuation can shift meaning—ending “thanks” with a period might come across as curt instead of grateful. In a multigenerational workplace, these differences are further amplified. Gen Z employees may use emojis to convey warmth and clarity, but older colleagues often view them as unprofessional. This disconnect underscores the importance of tailoring email styles to the audience.
Miscommunication can have real consequences. Babbel’s research shows that 28% of workers believe an email they have sent has negatively impacted their career. With email seen as more formal than other communication methods, professionals are under pressure to craft messages that are clear, concise and free of errors. Yet, this pressure can lead to overthinking, creating more ambiguity rather than less.
To balance professionalism with personality, Berry recommends a few key strategies. First, know your audience. Informal emails may work for internal communications, but messages to external stakeholders typically require a more traditional tone. Second, focus on clarity by keeping messages concise and double-checking for grammatical errors. Lastly, incorporate warmth without losing professionalism—phrases like “I hope you’re well” or specific acknowledgments can humanize messages without compromising formality.
As email etiquette evolves, the most effective communicators will adapt their style to suit their audience. By balancing professionalism and warmth, email can transition from a source of stress to a tool for building stronger workplace connections.