During your career, you may come across rude or unprofessional emails. By politely answering such letters, you maintain your professional image and gain the respect of your colleagues, superiors, and the sender.
Understanding the stages of a professional response can help you develop a more calm and rational response. In this article, we explain why it is important to respond professionally and present six critical steps to reply to a rude text.
Why is it essential to work professionally with incorrectly written letters?
Professional responses to rude emails are essential to maintain a respectful and polite image. Whether you’re in sales, banking, or another industry, an experienced and thoughtful response can do more than an emotional response. Here are a few reasons why this is important.
To keep a job: Employers often appreciate a low-key response to poorly written emails and comments and are less likely to take disciplinary action against their employees.
Be patient: A rude email is an excellent opportunity to be patient. Perseverance is a skill that can be learned and used in any industry. It is essential to develop customer service skills: Customer service skills include negative and positive customer interactions.
Self-control: Incorrectly written emails can sometimes cause negative feelings in response, but a professional reply can help with self-control and restraint. Respect helps build relationships with clients and colleagues. People who send rude emails can appreciate a more professional and thoughtful response.
How to respond to rude letters?
Learning how to respond to rude emails can help reduce your emotional response, allowing you to respond with more professional messages. This is called business email etiquette, and here are six key steps that include actionable tips for responding to this type of email correctly.
Stage 1. Read the message that was sent to your email
Read the email carefully, and don’t confuse certain words or phrases with personal insults. In some cases, rereading something can clarify the meaning, which can create confusing anger and frustration. By checking email, we can recognize disrespect and take steps to manage information better. Read the message carefully to understand why the person is sending the email, what the person wants or expects from the email, and the general tone of the request.
Stage 2. Make room for yourself
To effectively deal with anger and frustration, stay away from email until you have calmed down. It may be an instinct to react quickly, but giving yourself time to think will help you calm down. Acknowledging the sender’s frustration and understanding their feelings can help you know why they sent the message the way they did. Take a walk around the office or close your email and do another task before coming back to respond to a statement. Sedation takes from 5 to 25 minutes.
Stage 3. Accept negative emotions and deal with them
During the quiet period, identify your negative emotions and deal with them. For example, neglect or abuse can lead to frustration and affect overall self-esteem. We can learn to respond and heal from negative situations by recognizing these feelings over time. If you know about a negative message left in your email, don’t worry, you can do breathing exercises, clear space, and try other methods of managing your emotions. Controlling your feelings has many benefits at work and in your personal life.
Stage 4. Create two messages
An excellent way to respond to rude emails is to write two emails. You can create your first sketch as an emotional or first reaction. Before writing your second letter, take some time to control your emotions and calm down. Compare these two emails to illustrate the difference between an emotional response and a more conscious and calm response. This will help you better understand how emotions affect your writing and why submitting a second draft is a better solution.
Stage 5. Use professional terminology when responding to a rude letter
Cancel the first draft and focus on a more advanced second draft. Use professional language and craft a response that addresses the sender’s primary concerns and focuses on possible solutions. A professional reply focuses on problem-solving and other aspects, not how you feel when reading the email.
Stage 6. Sending an email
Once you’ve created a professional response, proofread it before sending it to your boss or colleague. A second check may help you see an improvement in your answer. This is especially helpful when a customer is upset and wants to speak to a manager.
You can transcribe each interaction and show your manager that you are polite and professional throughout the conversation. After reviewing your answers and having another expert check them, you can send an email.
Sometimes we send rude letters when a customer asks to refer to another service outside the company’s competence. Users may use inappropriate language in their email messages, which may be rude or offensive. Responding appropriately to these situations will help prevent escalation and set reasonable boundaries for the sender.
The title of the letter gives the main idea, which the addressee should first pay attention to. If the matter is urgent, you can indicate the urgency of the letter. If there is no subject, the addressee must indicate the content of the letter, its meaning, meaning, etc.
Even if posting a single file or link, it’s a good idea to include the keyword in the subject line. Then, if necessary, it will be much more convenient to search for such letters in mailboxes. It could be more apparent when the text is just one sentence without a topic; it’s hard to know how to help.
Communication is delayed, people can find solutions to their questions later, and more energy is spent. This usually happens when the email is delivered as a contact for a project or event. But when writing your appeal, keep in mind that the owner of the post office may have several such activities or projects. Therefore, it is tough to guess the content of an undefined request. Sometimes it is enough to enter the appropriate subject of the letter.
In most cases, the files may contain viruses. Or the recipient may not be able to view the document, or the file cannot be opened for technical reasons (poor Internet connection, unsupported forms). We recommend sending essential information in PDF format. These files can be opened on most devices. Also, they are better protected from malicious hacking activities.
No need to leave emails unanswered
The good old rule “better late than never” applies here. When we practiced diplomatic etiquette in college, we were taught the law that all letters must be answered.
An email should begin with a polite greeting or address. Do not use impolite phrases. Then the main idea is presented (may contain links, content, and a practical solution). The most important thing is to communicate what the sender wants. The letter ends with a signature.
Be sure to reread the email. Avoid grammatical and spelling mistakes. The ability to read and write is also a sign of maturity. Of course, if the letter is large, you must consider all these points. Only send emails on time at night or on weekends. Text messages at midnight are very annoying.
You can schedule an email to be sent at any date and time or send it to yourself as a reminder of something important, even when you’re on vacation. This way, you can save time and sometimes sleep with colleagues, organizers, partners, etc., to stop bothering them, especially when the question does not require an urgent answer. Show respect to customers.