10 e-mail phrases managers should never use

December 8, 2008 by
Filed under: Communication, Document retention, Security and law, Special Report 

Thanks to new “electronic discovery” rules, e-mail records have emerged as key pieces of evidence in many employment lawsuits — often in employees’ favor. Here are some common e-mail mistakes by managers that get companies in serious trouble.

In a nutshell, “e-discovery” means that, in the event of a lawsuit, an employee’s attorney will be able to sift through your company’s e-mail system to look for any messages sent by management that will help the employee’s case.

Companies most often get in trouble when managers carelessly write back and forth about the employee involved, thinking no one will be able to read the e-mails.

Here are 10 common phrases they need to avoid, according to Elizabeth Charnock, CEO of Cataphora, a provider of e-discovery software:

  1. “I could get in trouble for telling you this, but …”
  2. “Delete this e-mail immediately.”
  3. “I really shouldn’t put this in writing.”
  4. “Don’t tell so-and-so” or “Don’t send this to so-and-so.”
  5. “She/He/They will never find out.”
  6. “We’re going to do this differently than normal.”
  7. “I don’t think I’m supposed to know this, but …”
  8. “I don’t want to discuss this through e-mail. Please give me a call.”
  9. “Don’t ask. You don’t want to know.”
  10. “Is this actually legal?”

The bottom line for managers: E-mail creates a permanent record. Sensitive topics like legal issues are usually best discussed in face-to-face meetings.

Even harmless conversations that contain those suspicious phrases can do a lot of damage to a company.

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Comments

5 Comments on 10 e-mail phrases managers should never use

  1. julie power on Tue, 9th Dec 2008 2:28 pm

    2. Great advice. Does the software actually search for these key phrases?

  2. JBird on Tue, 9th Dec 2008 2:42 pm

    3. Any manager uttering any of these 10 phrases, either verbally or in any written form, should be walked out the front door – never to return. A good manager would know not to even think these words. A no brainer!

  3. Mr. B on Tue, 9th Dec 2008 3:04 pm

    4. I agree with most of the phrases with the exception of #4 and #8. These could be referencing a surprise retirement party or something of a personal but work related matter. It’s good reference material but let’s not get too carried away.

  4. DMS on Thu, 11th Dec 2008 7:33 am

    5. Plain and simple. Never write an an email that you wouldn’t want anyone to see.

  5. Bruce Bonacci on Fri, 12th Dec 2008 2:00 pm

    6. I agree that number 8 should not be on the list. The whole point of the article is getting in trouble by putting things in writing. Even number 4 implies that something has already been said in the e-mail. Number 8 implies that something (never to be written) is going to be discussed, and it is not in the e-mail. Without the written part, this statement in an e-mail is just as harmless as anything else in the category of hearsay.