6 rude emails you might be sending without realising

There’s no doubt about it — in Singapore we can’t survive in the office without emails. It’s fast, efficient, and indispensable. Although it’s convenient, it can be a minefield for miscommunication. 

Without the cues of facial expressions, body language, and tone of voice, the meaning of your words can easily shift. A simple message might come across as cold, impatient, or even abrupt. And when that happens, you run the risk of offending someone or damaging a professional relationship. 

So, how can we make sure our emails say what we really mean? With insights from Nick Chow of Macleans Group, here’s how you can sidestep common email pitfalls and become a more thoughtful communicator. 

1. Emails That Skip the Pleasantries 

 You might think skipping “Good morning” or “Kind regards” saves time, but in reality, it can come across as abrupt or dismissive. 

“It’s almost like walking past a colleague in the pantry at 9 a.m. without saying hello,” notes Chow. “Why would you skip those gestures of respect online?” 

In Singapore, where face and interpersonal harmony matter, these small courtesies go a long way in building rapport. You don’t have to be overly formal — a simple “Hope you’re doing well” or “Thanks for your time” helps demonstrate professionalism and respect. 

2. Emails Marked as “Urgent” 

In Singapore’s fast-paced work environment, urgency feels like part of daily life. But marking every other email as “urgent” can quickly lose its effect — or worse, irritate your colleagues. 

Instead, establish clear norms with your team about what truly counts as urgent. If it’s a genuine emergency, it might be wiser to pick up the phone or walk over for a quick chat. “Influencing someone to drop everything for your request requires persuasion — something that’s hard to convey over email,” says Chow. 

In many local offices, teams develop their own shorthand — such as typing “ASAP-today” versus “ASAP-this week.” These subtle distinctions help maintain a sustainable sense of priority without creating unnecessary stress. 

3. Emails That Say “Thanks in Advance” 

While it seems polite, thanking someone before they’ve agreed to help can sound presumptuous. “It can come across as assuming they’ll comply without being asked,” notes Chow. 

Instead, express appreciation after confirming their willingness. For example: “Would you mind helping with this? Thanks so much — I really appreciate it.” 

In Singapore’s bilingual work setting, “Thank you” often gets overused or placed in a default signature. Use it meaningfully — not mechanically — to convey genuine gratitude rather than expectation. 

4. Emails That Copy the Whole Office 

Keeping people informed is good practice; copying everyone on every email isn’t. “Some people see it as a way of spreading responsibility — or avoiding it,” says Chow. 

As a rule of thumb, only CC someone if they need to take action or stay updated for good reason. Many executives are overwhelmed with constant email traffic — a CEO once told Chow, “If I’m copied for information only, I’ll delete it. “People’s inboxes get clogged so much as it is … make sure there is some value in the information you’re copying them into.” 

Be strategic. Reducing unnecessary CCs shows respect for others’ time and reinforces your own accountability. 

5. Emails With Information Overload 

Long paragraphs of text can deter even the most diligent reader. While it’s tempting to include every detail — especially for HR updates or compliance changes — an overly dense email can signal poor communication skills. 

“Always ask yourself: what does my reader actually need to know?” advises Chow. Before hitting send, imagine how your recipient — especially busy managers — will digest the message. 

If you work in industries like real estate or finance, where detail is key, try summarizing with bullet points, then attach a more detailed document. This approach keeps your email concise yet informative. 

6. Emails With Poor Grammar 

A misplaced apostrophe or typo might seem minor, but it sends a strong message. “It shows a lack of care and professionalism,” says Chow. 

In Singapore’s bilingual environment, this is even more crucial. Small language errors can easily distract or create confusion among multilingual teams. Always proofread before sending, and consider using tools — or AI assistance — to help polish your message. 

How to Write Better Emails 

At the heart of good email writing is empathy. Always put yourself in the recipient’s shoes. Reread your email as if you’ve just received it — how would you interpret it? 

If you need someone to take action, make it crystal clear — use structure, formatting, or even strategic emphasis (bold or underline) to guide attention. 

Above all, tailor your tone. A message to a close colleague will naturally feel warmer than one sent to a department head. By adjusting your words with awareness and sincerity, you’ll be able to hit “send” confidently every time — and build stronger connections across Singapore’s diverse workplaces.