I see it pretty regularly in email communications. Assumptions are flying all over the place. But, when it comes to your business email communications, you can not, should not, must not assume.
I wrote about this recently, and visitors sent a bunch of additional questions. Here is more about assuming in email, including some tips you can put into practice — and why it is not suitable for your business.
Just one wrong assumption can cost you business or an opportunity. You risk losing a potential client. Or, as I’ve seen happen, business relationships can be compromised due to misunderstandings. Misunderstandings that create a lack of confidence or trust due to incorrect assumptions.
What do we assume in business emails?
Assumptions about what the other side is thinking. Are you 100% sure you know what they are thinking? If not, don’t assume.
Assuming what the choice of punctuation means other than accepting it on its face value. Try not to over-emphasize emphasis.
Assumptions as to what type of person is on the other side. Do you know this person well? Even if you do, can you emphatically state you know what they would do or think in any situation? Probably not—so don’t assume.
Assumptions about a person’s level of education or intelligence. That’s a tough one. I even do so on occasion and have to check myself. Yet, in my experience, I see typo-filled, grammatically incorrect, error-laden emails — regardless of intelligence and, yes, education.
Assumptions in response to a query or question that are not correct. Read the question or query entirely before answering. Then, read it out loud to be sure. Your assumption can make you appear as though you’re not paying attention to the conversation.
Being in business is all about relationships; it is clear that avoiding assumptions is wise.
Tips to Avoid Incorrect Assumptions in Email Communication
Email can easily lead to misunderstandings because it lacks tone, body language, and immediate feedback. Here are practical, actionable tips to minimize assumptions and foster clearer exchanges:
Ask for clarification proactively: Instead of assuming intent, end your email with specific questions like, “Could you confirm if this aligns with your goal of [X]?” or “Am I understanding correctly that the deadline is [date]?” This invites the recipient to correct any gaps without judgment.
Re-read and proofread multiple times: Before hitting send, read your email aloud or from the recipient’s viewpoint. Look for ambiguous phrases (e.g., change “Let’s discuss soon” to “How about our next team call on Thursday?”). Tools like Grammarly can flag vague language. I use it on everything I write.
Stick to facts and avoid mind-reading: Base your message on explicit information provided. Phrase assumptions as possibilities: “Based on the previous update, it seems like [X]—is that right?” rather than stating “You must want [Y]” as fact.
Consider context and cultural nuances: Reflect on the recipient’s background, time zone, or role. If emailing across teams or globally, add a note like, “If this doesn’t fit your current priorities, let me know a better time to connect.”
Use summaries to confirm understanding: After relaying info, recap key points: “To summarize: Action A by Date B, with input from Team C. Does this match your expectations?” This acts as a mini-checkpoint.
Opt for “I” statements to own your perspective: Frame thoughts as personal rather than universal truths, e.g., “I interpreted this as [X]—what was your take?” This reduces defensiveness and opens dialogue.
Follow up if needed, but briefly: If no response after a reasonable time, send a gentle nudge: “Just circling back on my earlier question—any thoughts?” Avoid piling on assumptions about silence (e.g., “I assume you’re busy”).
Consistently implementing these can build trust and reduce back-and-forth.
Just Don’t Assume
If you catch yourself assuming and are unsure what the other side meant, email back and ask for clarification. Try to avoid replying based solely on assumptions.
Check yourself to ensure you are not making assumptions backed up by your choice of words and how you use them. Asking for clarification based on unsubstantiated assumptions only reflects what you are assuming.
Assuming intent, tone, meaning, or motive in emails can hinder effective communication; furthermore, it can negatively impact long-term relationships and lead to misunderstandings. That approach is most certainly not suitable for business.
Whether it’s a coworker, supervisor, customer, or new contact, keeping your assumptions in check will help clarify your communication. And build more robust relationships over the long term.
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