The preferred method of communication in a professional setting is email. This form of interaction has replaced office memos and notes. In fact, even for straightforward exchanges, it is the preferred method of communication in offices. People can interact about a topic, share information about an event, or communicate for any other reason on this soft communication platform.
- Read the email thoroughly. Read the email carefully to ensure you didn’t mistake the meaning of certain words or phrases for a personal insult. …
- Give yourself some space. …
- Recognize and address negative emotions. …
- Create two drafts. …
- Maintain respect with professional language. …
- Send your email.
How to respond to a rude email
You can control your emotional reactions and send a more professional message by learning how to respond to a rude email. Here are six steps to follow when responding to this type of email:
1. Read the email thoroughly
Make sure you carefully read the email to avoid taking certain words or phrases to mean something negative about you personally. Rereading something can sometimes restore the meaning that rage or frustration may have obscured. You can take action to process the information in a more healthy way by reading the email again to confirm that it is impolite. Read the email carefully to understand who sent it, why, what they want or expect from it, and the general tone of their request.
2. Give yourself some space
Distancing yourself from the email until you can control your emotions is sometimes necessary for effectively controlling anger or frustration. Even though your instinct may be to respond right away, giving yourself some time to reflect can help you relax. It can be easier to comprehend why someone sent you an email if you recognize their frustration and can relate to their feelings. Before you return to the message to draft your response, go for a walk around the office or close your email and take care of another task. You can allow yourself anywhere from 10 to 30 minutes to relax.
3. Recognize and address negative emotions
Determine and address any negative emotions you are experiencing while you are calming down. You might feel disrespected or offended, for instance, which can make you feel frustrated or lower your confidence. By taking the time to acknowledge these feelings, you can enhance your understanding of how you react to challenging circumstances. You can try breathing exercises, giving yourself space, or other emotional management techniques if you are aware that the email upsets you. Managing your emotions can have a big impact on both your professional and personal life.
4. Create two drafts
To respond to obnoxious emails, it’s a good idea to draft two emails. You can write the first draft in an emotional or instinctual manner. After you’ve taken some time to control your emotions and clear your mind, write the second draft. To see the difference between an emotional response and a more level-headed, calm response, compare the two emails. This can help you comprehend how your language is influenced by your emotions and why sending the second draft might be a wiser choice.
5. Maintain respect with professional language
Throw away your first draft and concentrate on your second, polite draft Maintain a professional tone throughout, address the sender’s main concerns, and concentrate on potential solutions in your response. For instance, you could say, “I’m sorry youre experiencing this problem,” rather than “I’m sorry you feel that way,” which could come across as dismissive. I have some potential solutions Id like you to consider. Instead of focusing on how the email made you feel, a professional response addresses the issue and the person’s concerns.
6. Send your email
Before sending a professional response you should have it reviewed by a colleague or your supervisor. You can improve your response and confirm that the sender was impolite to you by getting a second opinion. This can be especially useful when a client is upset and requests to speak with your supervisor. You can demonstrate to your manager that you were courteous and professional throughout the conversation because you have written records of every interaction. You can send your email once you’ve edited it and spoken with a colleague about it.
Why is it important to respond professionally to an impolite email?
Maintaining a respectful and polite image requires professionally responding to an unkind email. A professional, considered response can have a greater impact than an emotional one, regardless of the industry you work in, be it sales, banking, or any other. Here are some justifications for why it’s crucial to control your emotions and act appropriately:
Response examples for rude emails
Here are two example responses for responding to impolite emails:
Name-calling
If the customer’s requested service appointment isn’t available on the business calendar, they might send you a sarcastic email. The customer may use several offensive names in the email, which could be hurtful and rude. Once you’ve taken a few laps around the office to collect your thoughts, you can formulate a gracious reply like:
Mr. Burns, I’m sorry the time slot you requested for an appointment was not available. I will be glad to collaborate with you to find a new appointment time that best fits your schedule. I would appreciate it if we could both speak professionally and refrain from calling each other names because it can be hurtful. I appreciate your business and only wish to assist you. To schedule a new time slot, kindly contact me at 245-395-2944 or reply to this email thread. Thank you!.
Addressing demands
Sometimes, rude emails come with demands. Setting clear boundaries for the sender and resolving these situations appropriately can stop an escalation. Here’s an illustration of how to reply to a demand-filled email:
Dear Mrs. I recognize that you’re upset that your custom order couldn’t be completed, Kranz. I apologize for the mistake. Since we’ve been processing more orders than usual, our system has become overloaded. I regret that I am unable to accommodate your request for a Monday delivery, but I would be happy to give your order priority by moving it up in our production queue. You can reach the production manager, Frank, at (202) 458-3482 if you’d like to speak with him. I hope you will accept my offer and understand why we are unable to fulfill your request. Thank you in advance.
How to Respond to Rude Email at Work ( Work World )
FAQ
How do you reply to harsh mail?
Remain calm and professional or simply ignore the message. When the answer doesn’t arrive, you let the sender suffer. Keep track of any rude or offensive emails that come in so you can use them as evidence if they do.
