How to Handle Profanity in Business Email Communications

Why do some use profanity to communicate information, a difference of opinion, or a point of view? Most likely, they have nothing of substance or style to offer.

Choosing to use profanity in business emails speaks volumes about the sender’s professionalism and will negatively impact their branding. So how do you handle this communication “style?”

Profanity in Business Email

Those who use profanity in emails appear less educated. Why? Knowledgeable folks tend to have a vocabulary that allows them to communicate any emotion they desire without resorting to profanity.

The words you choose and how you use them can directly correlate to your business ethos when it comes to business email. How you communicate also reflects what you may feel is necessary (or not). For example, what will it be like to work with you?

When landing on a website or blog where you disagree with the commentary, why would you feel the need to send an email filled with cuss words? That is being a bully.

Those who swear in business emails should stop and consider what results that approach will produce. Cooperation? Friction? Profanity will not enable a positive move forward.

Leave Out the Emotion

Whether you are the sender or the recipient of a profanity-laden email, take a deep breath before clicking send.

When you discover that you respond with a display of negative emotion, stop right there, even if your anger is justified. Wait until you can think about how to respond professionally, factually, and intelligently.

If you disagree with the content, explain why. Present your point of view based on information or data so the recipient can understand why you viscerally disagree.

But not clearly stating why you are so upset and only using name-calling or swearing reflects that you don’t have a valid alternate point of view. If you want to be taken seriously, that is not the way to be taken seriously.

Sadly, this approach is becoming increasingly common online. I’ve received a few myself because someone disagrees with Business Email Etiquette. Swearing. Over Business Email Etiquette.

And I’m not alone. Website visitors and clients also ask me for advice on handling abusive emails.

Disagree Professionally

If you disagree with someone’s opinions or writings, how you do so makes all the difference. Feedback, forums, and contact forms are part of the online experience. However, how you respond to a particular email or comment and whether it is right to do so, now or ever, is up to your discretion.

You always want to communicate based on facts, not emotion. Do your best to have a constructive conversation where all involved can feel free to exchange differences — without swear words.

And if you use your business email address to send such emails or post commentary with foul language on blogs or forums, participants will access your business image accordingly.

Lead by Example

If you are on the receiving end of someone being difficult or rude, you do not have to respond in kind. There will always be those who will have a different opinion or disagree with your processes or procedures, and for whatever reason, in a less than courteous manner. That’s on them.

From my perspective, I take those emails as a teachable moment. I never stoop to the same level of emotion and always choose my words very carefully. I also don’t take it personally. I respond with courtesy and clarity in my rebuttal.

Remember that you are not required to respond to rude or abusive emails. There are times when no matter how you respond, there is no upside. Some folks are never happy. Know when to let the “conversation” end.

When you encounter this type of communicator, you can set an example. You can show that your business management includes a level of professionalism and courtesy not offered to you.

Be a professional and do not get baited into being otherwise.