How to Respond to an Email

By: Kandice Thorn

This may seem like a very rudimentary topic for a blog post, but I see (and, yes, occasionally even make) enough mistakes in this area that I think it is worth the reminder. In professional settings these days, email is our go-to mode of communication, whether we are setting up meetings, negotiating contracts, or applying for jobs. Thus, it is extremely important that our email communication always be professional, concise, and clear.

This post addresses common mistakes that people make when they respond to an email or email chain. You can use this list as a checklist until the concepts become habitual for you.

Mistake #1: Not Responding in a Timely Manner

In a professional setting, 24 hours is generally the maximum acceptable time frame to respond to an email; an even faster response is frequently desired and almost always appreciated. Be sure to allocate time each day to address every email in your inbox. Personally, I make a point of clearing my inbox of all outstanding emails when I arrive to work each morning and again before I leave at the end of the day.

If an email requires more than 24 hours to find the proper response, send an email to the person explaining that you have received the email and letting them know the time frame in which you will respond. Then, make a note in your calendar to be sure you respond within that time frame.

Don't procrastinate - emails don't tend to get easier to respond to the more time that passes!

Mistake #2: Responding too Quickly

Do not send a response to an email until you are up-to-date on all correspondence. For example, let's say an employer sends you an email requesting that you come in for an interview on Friday at 3:00; you respond with an email stating that you are available at that time and will be happy to come in.You then go back into your inbox to review the rest of your new emails and realize that the employer had sent a follow up email 30 minutes later requesting that you come in Monday instead. Having sent the initial reply without having read the follow up can make you look disorganized. Be sure that you have reviewed all correspondence related to a topic before you send a response.

Mistake #3: Leaving Unanswered Questions

Before you hit "Send" on an email response, make sure you have responded to all questions directed to you in the email. If you need more time to respond to any of the questions, be clear about that and tell the person when you will give them the answers to any open questions.

Mistake #4: Misuse of "Reply All"

Confusion can arise when you accidentally use "Reply" instead of "Reply All." It can result in a situation where there is an imbalance of information - some participants have all relevant information while others are left in the dark. Be sure to use Reply All when it is necessary/appropriate.

Conversely, to avoid potentially awkward/embarrassing situations, be sure that you do not accidentally use "Reply All" when your intention is to respond only to the original sender.