EMAIL MISUNDERSTANDINGS: (Open Mouth, Insert Foot)
By Susan Keats, Contributor & Seize-the-Day Propagandist
“I’m sorry. Do I know you?”
That was the reply I received to an email inquiry I sent to a teacher at a local school. I was hoping to find piano lessons for one of my children and I wanted to find a really good teacher, so I sent out a few emails to people asking for recommendations.
No matter how I read her reply, it seems rude to me. I’ve tried to read it out loud in a variety of voices:
Sweet voice: “I’m sorry. Do I know you?” Seems a little sarcastic.
Casual voice: “I’m sorry? Do I know you?” Hmmm…..still a little snarky.
Sexy voice: “I’m sorry….do I…, KNOW you?” Totally inappropriate.
I’m guessing I annoyed her with my request.
This is interesting though because a few days later I sent an email to someone.
“Do you mind if I ask you a question?” my email began.
I was asking about his services as a teacher and I was very eager to hear back from him. He has a great reputation and I was excited to find out if he would consider teaching my daughter. But the longer he took to reply to my email, the more full of self-doubt I became. Maybe she isn’t the kind of student he wants. Maybe he just doesn’t have time for another student. Maybe he just won’t answer my email at all, because perhaps he was also annoyed? Maybe I send annoying emails?
After what seemed to me to be a reasonable wait, but hearing nothing, I wrote again thinking he would sense my friendly, hopeful character: “Oh, I guess you do mind.” I said apologetically. “Never mind.” I put a little smiley face after it to indicate my good-intentions.
I awoke the next morning to a scathing email written by a terribly angry and insulted person. He found my “oh, I guess you do mind” comment to be out of line. He felt undeserving of my scorn. It was NOT OK in his book. “Forgive me if I find that offensive and rude.” he wrote.
I looked back over what I had written. Well....I guess if you’ve had a really bad day (which he said he’d had) you might come home and read it with that frame of reference.
Peeved voice: “Oh, I guess you DO mind! Never MIND!”
Snarky voice: “OH, I guess you DO mind. NEVER MIND!”
Horrible, disrespectful, another-rotten-person-in-my-day-making-me-miserable voice:
“OH I GUESS YOU DO MIND!!!!! NEVER MIND!!!!”
Sigh. The problem is, of course, that I didn’t write it with any of those voices.
The fact is you really don’t know how someone will read your email. If they come home exhausted, or have had a bad day, and they open up an email, you just don’t know how the voice in their head is reading it.
Crestfallen, and at a loss for what to do, I called my friend Mae and shared the situation with her.
“That’s why people use those emoticons” she said. “To indicate the emotion they are feeling when they write something.”
“But I put a smiley face on it, and he still thinks I’m a big jerk.” I said.
“Some people hate emoticons” she said. “If only we can art-direct our emails, we could put in parenthesis the emotions that should go with our writing. That way no one will misunderstand.”
“I like that idea!” I said (sits straighter in chair, enthusiastically grips phone.)
Next I sought advice from my wise friend Kate.
“You know,” she began “when people used to write letters they might have had to wait 8 months or MORE to get a response. Now-a-days, we all want instant replies. How much time did you give him to reply anyway?”
“Um..” (looks into lap.) “not quite two days.” (Face palm).
“You know,” Kate says, “not everyone checks their email or Facebook messages constantly. Sometimes people have other things to do.”
“You are totally right.” I agree. (makes wavy, sad, Charlie Brown face while wringing hands.)
“Was this a friend?” asked my mom later in the day after hearing my sad tale.
“No, I don’t know him.” (dawning look of understanding.)
“Well, you really shouldn’t write in such a familiar way to a business contact,” mom said. “That really isn’t appropriate.”
(Bangs head on table.)
“He kinda over-reacted,” my brother said on the phone that night.
“I thought that maybe he did too,” I said. (Feels a little better.)
“But my wife NEVER lets things get that far,” he said. “The moment an email correspondence goes sour, she picks up the phone and calls the person. We forget that we used to always TALK to each other.”
Besides feeling miserable with myself, I decided that if anything could be salvaged from this situation, I should at least try to learn something. I went to my computer and looked up “Email Misunderstandings.”
Wow, it turns out that this is an extremely regular thing to have happen. The tone of emails is commonly misunderstood, leading to poor communication, hurt feelings, angry rebuttals, and even the breakup of friendships.
So now I have compiled a few pointers that seem appropriate to my own situation, and will certainly help me to not make a similar mistake in the future. I’d like to share what I’ve learned:
- Business emails should maintain a business tone. Don’t write a business email using the same causal language you use with your friends. Being too familiar can get you into trouble.
- Writing too short a message can take on a brusque tone and may be misread as angry or demeaning. Always add a greeting and a cordial closing.
- If you find that an email has made you angry, don’t reply with anger. The best thing to do is phone the person. When you can hear the tone of someone’s voice, you may just realize that no harm was intended. Nearly half of all emails are apparently misunderstood. Avoid this by being pleasant and be sure you really know what someone meant before you assume it was something negative.
- Give people enough time to reply. A few days may not actually be enough, a week is much better.
- Don’t assume that just because your friends know you, love you, and think you’re a wonderful person, doesn’t mean that any of that is conveyed in an email just because you wrote it.
- Add your own here, I know there’s plenty more for me to learn.
I did apologize to him from the very bottom of my heart and soul. Sometimes I stick my foot in my mouth.
So what about the “I’m sorry. Do I know you?” lady. She ruffled my feathers by making the same classic email mistakes. She may be the most wonderful, witty, and charming woman in the entire world. I will not assume anything.
I know what happens when you ass u me.
(Turns off computer. Walks away.)
Photo from goodenoughmother.com