1. 5
Berthalyne Wea
Business Communications II
November 21, 2014
Misuse of Email
Email is a medium commonly misused by communicators. Some examples of misuse are
sharing sensitive materials, using email for conversation, and sending inappropriate contents.
Problems can arise due to these behaviors. A person’s reputation can be questioned, which may
lead to the loss of opportunities. Strategies can be implemented to prevent the misuse and abuse
of email (Downing, et. al., 2014).
Although there are many strategies that can be used to prevent the misuse of email, there
are five strategies that can be followed. First, “do not use email to discuss confidential
information” (Downing, et. al., 2014, p. 316). It is inappropriate to send confidential material
because others could read it. Second, avoid sending offensive material through emails. Sending
offensive materials through email may cause one’s company to be held liable in court if
applicable. Third, always ask permission before forwarding messages or attachments. “You may
be infringing on copyright laws or violating a colleague’s trust” (Downing, et. al., 2014, p. 316).
Next, do not capitalize messages when sending an email. Doing so could send a message of
aggression or rudeness. Last, review what was written before sending it. Proofreading a message
for any errors or potential of misunderstanding prevents miscommunication (Downing, et. al.,
2014).
The misuse or abuse of email can resort to complications. The five rules discussed
included not using email when discussing confidential subject matters, avoiding sending
offensive contents, not forwarding messages or attachments without permission, reading a
message before sending it, and avoiding using capitals when writing an email. Abusing and
misusing email inappropriately can tarnish a person’s reputations.