Think Before You Hit Send: The Subtle Art of Writing Professional Work Emails
From tone to timing, discover the do’s and don’ts of professional emails. Perfect for English learners who want to write politely and confidently at work. | IELTS reading & vocabulary practice.
I’m sure we’ve all felt that split-second panic after sending a message to the wrong person! You quickly reread it to make sure it wasn’t embarrassing or rude, then rush to send an apology — “Sorry, that wasn’t meant for you!”. But what if that happened at work, and the message was embarrassing or unprofessional? What do you do then?
This week’s article offers some great advice about writing and sending messages at work — whether English is your first language or not!
You will find these articles, the reading comprehension questions, and the vocabulary very helpful for your language-learning journey. Read along and improve your grammar and vocabulary while learning something new at the same time!
Reading: Think Before You Hit Send: The Subtle Art of Writing Professional Work Emails
We’ve all seen the embarrassing messages between professionals at work that have been made public, showing how quickly private work chats can cause serious problems. Many people use email, Slack, or Teams to express frustration or joke with colleagues, but when those messages are shared outside the workplace, the results can damage reputations and even lead to disciplinary action. What feels like a casual comment in a private chat can become very public.
According to HR specialist from Auckland-based FixHR, the biggest mistake people make is assuming that digital conversations are private. Emails and messages can easily be forwarded, screenshotted, or taken out of context, and once they are shared, they can’t be taken back. Even small companies risk losing trust or facing legal issues if their staff don’t communicate respectfully.
HR professionals recommend treating every message as if it could be read aloud in a meeting. Even professional platforms like Microsoft Teams or Slack are not completely secure, so the real key is using polite, clear, and professional language. They advise workers to avoid gossip, sarcasm, and humour that could be misunderstood, and to keep all digital communication respectful and relevant to work topics. If something feels sensitive, it’s better to talk face-to-face or over the phone.
Finally, if a message does lead to a disciplinary process, context still matters — employers should consider the tone, intent, and company policy before judging an employee’s words. To stay safe, remember these simple rules: keep messages short, polite, and professional; assume others might see them; and don’t type anything you wouldn’t say out loud. In today’s connected world, your digital words can last much longer than you expect.
💬 5 Useful Phrases for Professional Emails
“I hope this email finds you well.” – A polite and common way to begin a message.
“Could you please confirm…?” – A soft and professional way to ask for information.
“Thank you for your time and assistance.” – Shows appreciation and respect.
“Please let me know if you have any questions.” – Invites further communication politely.
“I look forward to hearing from you.” – A friendly and professional way to close your email.
Now, read and answer the following IELTS-style questions.
Read and answer the following statements. Do they agree with the information in the reading passage?
Write:
TRUE if the statement agrees with the information
FALSE if the statement contradicts the information
NOT GIVEN if there is no information on this
Private messages between colleagues can never be made public.
Messages are occasionally kept and shown to other colleagues.
People should speak on the phone when discussing sensitive issues.
HR experts recommend avoiding humour or sarcasm in written communication.
Many companies have begun offering staff training on writing better emails and messages.
Tone and emotion are easy to understand when reading written messages.
All messages that break company policy automatically lead to immediate dismissal.
Context and intent are important factors when evaluating workplace messages.
You can find the answers at the bottom of this article.
New Vocabulary
subtle – not obvious or easy to notice; gentle or slight in meaning or effect
tone – the feeling or attitude shown in your words (e.g. polite, angry, friendly)
timing – the choice of when to do or say something
split-second – a very short moment of time; happening very quickly
panic – a sudden feeling of fear or worry that makes you act quickly
to reread – to read something again
embarrassing – making you feel uncomfortable, ashamed, or awkward
rude – not polite; showing bad manners
to rush – to do something too quickly
apology – words you say when you are sorry for something
unprofessional – not suitable or acceptable in a work situation
to offer – to give or suggest something
to be made public – to become known to everyone; not private anymore
frustration – the feeling of being annoyed or upset because something is difficult or unfair
colleagues – the people you work with
reputation – what other people think or say about someone or something
disciplinary action – punishment or official action taken by a company when rules are broken
to assume – to think something is true without checking the facts
to forward - to send a message you received to someone else
to screenshot - to take a picture of your screen
to take out of context - to take words out of a conversation or situation
digital conversations – communication using electronic tools like email, chat apps, or messages
gossip – talking about other people’s private lives or personal problems
sarcasm – saying something that seems nice or funny but actually means the opposite
relevant – related or connected to the topic or situation
disciplinary process – the official steps a company takes when someone breaks a rule
to judge – to form an opinion or make a decision about someone or something
context – the situation or background that helps you understand the meaning of something
intent – the reason or purpose behind someone’s words or actions
For extra practice, read the original source here: https://www.nzherald.co.nz/lifestyle/the-dos-and-donts-of-office-comms-why-your-work-conversations-and-emails-are-never-private
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-Sarah