How to Respond to Negative Emails?

Sometimes, you may feel angry or frustrated after receiving a negative email. Luckily, there are a few things you can do to calm yourself and avoid retaliating against the person who wrote the email. The first step is to re-read the email carefully. You might have read it quickly, and misunderstood what the writer meant. If so, take notes. This will help you understand exactly what the email sender is trying to communicate.

Imagine the recipient's feelings

Whenever you receive negative emails, try to imagine how the recipient feels. There might be some valid reason for being upset. But try to avoid responding in a way that could make the recipient angry or frustrated. Instead, try to be objective and considerate. Remember that your email is not the only one the recipient receives.

Even if the recipient has left a bad note, it's still important to reply politely. A negative email can come from your boss, a client, or a coworker. The recipient may be anxious to resolve the issue as quickly as possible. In response, be sure to be considerate and thoughtful and think about their feelings.

Address negative emotions without retaliating against the recipient

If you're looking for ways to respond to negative emails without retaliating, consider how gossip affects the feelings participants experience. Positive news is associated with a greater likelihood of affiliation and self-conscious emotions, while negative news is associated with higher retaliation intentions. In a new study, psychologists at the University of Chicago explored the role of gossip in predicting retaliation intentions, and they found that positive information was more likely to increase affiliation intentions.

Get a second opinion

If you receive a negative email or review, don't react on the spot. These messages can be emotionally charged and can seem like a personal attack. It's often best to get a second opinion. A third party's opinion can help you avoid coming across as defensive or condescending.

A third party's perspective can help you craft a stronger email response. Ask a coworker for advice. Your third-party can offer a fresh set of eyes on the situation and can offer suggestions for future situations. Often, they'll also be able to offer suggestions on how to improve your email draft.

Send a draft

If you receive an email that is a combination of frustration and anger, you may want to consider writing a draft of your response before sending it. Before you send it, remove the "to" email address and re-read it to clarify your thoughts. Make sure to include the main points of your response and remove all references to previous grievances.

First, respond politely. Don't be aggressive or evasive. A polite and professional tone will help you avoid being too defensive or hurtful. If you do have to respond, avoid the temptation to react emotionally and apologize. Also, refrain from defending yourself or accusing the sender of being rude. Then, move on to better things. However, be aware that rude people can be persistent.

Second, don't respond immediately. Instead, send a draft for later. If the recipient doesn't get it, you can always edit it later. Then, when you feel more composed, you can go back and send the actual response. While this strategy is effective for most situations, sometimes the situation calls for a different medium.

Third, remember that email is a complicated form of communication. It can be casual correspondence or formal correspondence. In either case, it's important to pay attention to the tone of an email. Emails are often sent in a hurry, due to technological advances. That mindset can cause problems for the sender and recipient. If an email is written in a hostile tone, it can have a negative impact on the recipient's well-being.

Lastly, if you've received a rude email, you should try to understand the sender's intention before replying. If the email is work-related, then respond, otherwise, consider ignoring the email. A day's worth of time can help you get a better perspective on the message. Moreover, avoid forwarding the email to other people.