Jackie Cuevas shares email tips like avoiding sharing personal or sensitive information at work.
Cuevas advises against using targeted words in emails because they can lead to unintended HR issues.
She also suggests being cautious with Slack and chats, as employers can access and review messages.
In 2015, I started my career in recruiting, gaining experience with résumés, interviews, and job searching.
I transitioned into human resources in 2020, and I now work at a nonprofit. I handle everything from onboarding and benefits to compliance and payroll.
When everyone was stuck at home during the pandemic, I also began posting career-related videos on TikTok. I love using the platform to empower people in their career journeys and share what I’ve learned.
One thing I’ve talked about is how to write an email at work. There are also some things I would never put in an email — here are three of them.
- Personal information
You should never share personal information in an email, such as your Social Security number, credit-card details, or bank account and routing numbers. If you’re buying lunch for yourself and your coworker, don’t email them your credit-card number. Sharing your address with a colleague is fine, as you might do if they want to send you a thank-you card. - Targeted words
You want to be mindful of the words you use in emails. Words like “bullying,” “I’m being harassed,” or even “name-calling” are targeted words, and when you use them, HR may investigate further. - Use those words carefully because they can lead to something bigger than you intended. I once saw an employee complain about something they saw as small, but it turned into a bigger issue. When that happens, it could lead to termination or someone getting written up.
- Information you don’t want your company to see
I’ve seen people accidentally hit “reply all” when they meant to send a message to just one person or chat on Zoom and not realize everyone could see.
Watch out for these things, but also remember that your company can access your email, chat, and Slack messages. It’s usually not to pin something on anyone, but if your company needs to access your email for any reason, like obtaining certain documents, it can.
That might lead to them seeing something you didn’t intend for them to, and information can come out that way. For instance, I don’t advise using company time and property to swear at a coworker over how they behaved in a meeting. Things like that can be seen by HR and documented.
Also, if someone complains, remember that the receiver will still have it even if you delete it from your inbox. In some cases, such as part of an internal investigation, HR can work with the IT department to retrieve deleted emails if the organization’s policies allow this. Many companies can retain deleted emails for a certain period in their server archives or backups.
