6 rude emails you might be sending without realising

Email is essential in modern workplaces, but without facial expressions, body language, or tone of voice, your words can easily be misinterpreted. A message you thought was polite may come across as abrupt, impatient, or even disrespectful. 

To help you avoid common pitfalls, Thirayada Jantapon, HR Manager with years of recruitment experience, and Varavudh Thamrongrat, Director of SoGood House, Post-Production, share their advice on how to write emails that maintain professionalism and harmony. 

1. Skipping greetings and sign-offs 

Sending an email without a proper greeting or closing can feel abrupt and impolite. In Thailand, respect and formality matter, especially if you don’t know the recipient well. 

Best practice: Thirayada advises beginning with a polite greeting such as “Dear Khun [Name]” or “เรียน Khun [Name]”. Avoid nicknames unless you have a close relationship. End with a respectful sign-off like “Kind regards” or “ขอแสดงความนับถือ”. These small gestures show courtesy and set the right tone. 

2. Marking emails as “urgent” too often 

Overusing “urgent” in subject lines can make you seem demanding or inconsiderate. In Thai workplaces, harmony and respect for others’ priorities are highly valued. 

Best practice: Thirayada explains, “Urgency should never sound like pressure. If something is truly pressing, a polite phone call or LINE message may be more effective than email.” Varavudh adds that acknowledging colleagues’ workloads shows empathy and increases cooperation. 

3. One-word replies like “OK” or “Noted” 

While short replies save time, they can come across as dismissive. Without tone of voice, “OK” may feel cold or uninterested. 

Best practice: Add a little warmth. Instead of just “Noted,” write “Noted, thank you” or “OK, I’ll take a look.” If the email is a request, include when you expect to complete it. This shows you’ve read the message and will act on it. 

4. Copying too many people 

CC’ing everyone in the office can feel like shifting responsibility or creating unnecessary noise. It clogs inboxes and may even cause sensitive information to reach the wrong people. 

Best practice: Varavudh advises, “Only copy people who truly need the information. Overusing CC wastes time and can damage trust.” Be strategic — copy the project lead or relevant team members, but avoid copying senior managers unless they need to take action. 

5. Overloading emails with too much information 

Long, dense paragraphs can overwhelm the reader and make you appear unclear. Busy managers may skim or miss important points. 

Best practice: Thirayada suggests keeping emails concise: “Focus on what the recipient really needs to know. Use bullet points or numbering to make the message easy to follow.” If more detail is required, attach a document rather than cramming everything into the email body. 

6. Sending emails with poor grammar 

Typos or sloppy grammar may seem minor, but they signal a lack of care and professionalism. In Thailand, using ภาษาทางการ (formal language) is especially important in workplace communication. 

Best practice: Proofread before sending. Thirayada notes, “Writing correctly makes a good impression and shows respect.” Varavudh adds that polished emails reflect diligence and reliability. Consider tools or a second read-through to ensure clarity. 

How to write better emails 

At the heart of good email writing is empathy. Always put yourself in the recipient’s shoes: how will they interpret your words?

• Tailor your tone to the relationship; warmer for close colleagues, more formal for managers. 
• Be clear about actions and deadlines without sounding demanding. 
• Show respect through greetings, sign-offs, and polished language. 

By avoiding these common pitfalls and following best practices, you’ll be able to hit “send” confidently and build stronger, more respectful connections in your workplace.