Ever opened your inbox on a Tuesday morning only to feel an immediate, visceral sense of dread? It’s usually not the workload. Honestly, it’s the way people communicate. We’ve all been there—staring at a message that feels like a riddle wrapped in an enigma, or worse, a slap in the face. Bad communication isn't just a minor annoyance. According to data from Grammarly and The Harris Poll, poor workplace communication costs U.S. businesses an estimated $1.2 trillion annually. That is a staggering amount of money lost to typos, vague requests, and "per my last email" passive-aggression.
What makes a message truly terrible? It’s usually a mix of laziness, lack of empathy, and a complete disregard for the recipient's time.
Let's get into the weeds. If you want to stop being "that person" in the office, or if you’re just looking for some cathartic validation that your coworkers are indeed driving you crazy, these examples of bad emails will show you exactly what to avoid.
The "Wall of Text" Nightmare
You know this one. You open it on your phone, and it’s just... gray. No paragraphs. No bullet points. Just one massive, 800-word block of stream-of-consciousness thought.
It’s exhausting.
Reading a wall of text feels like being trapped in a room with someone who won't stop talking to take a breath. The human brain isn't wired to process information this way, especially not on a screen. Research in digital reading patterns, like the famous Nielson Norman Group eye-tracking studies, shows that people scan in an "F-shape" pattern. They look at the top, the left side, and maybe the middle. They do not read every word of your dissertation on why the breakroom fridge smells like old onions.
Why it fails: It buries the lead. If there’s an action item in the middle of paragraph four, it will be missed. Period. It also signals that the sender's time is more valuable than yours because they couldn't bother to edit.
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An illustrative example of the "Wall of Text"
Subject: Quick Update on the Q3 Project and also the meeting notes from yesterday and some thoughts I had while driving home about the branding and maybe we should change the logo color to a slightly more teal shade of blue because I saw a car that color and it looked really professional and also don't forget we have the potluck on Friday so please bring napkins.
Hi team I was thinking about the project and realized we haven't checked the API integrations for the second phase yet which is weird because Bob said he was going to do it but then he got sick and now Sarah is out too so I think we need to pivot the strategy to include more outward facing documentation but also the client mentioned they liked the old version better so we might need to roll back the latest update but that would mean losing the last three days of work and honestly I don't think the devs will be happy about that but it's what the client wants so we have to do it anyway right? Also make sure you check the spreadsheet I sent last week because I updated the tabs but forgot to tell anyone and the password is still the same as the old one unless IT changed it which they do sometimes without telling us which is really annoying... [continues for 400 more words].
The Passive-Aggressive "Circle Back"
Nothing kills office morale faster than the "Per My Last Email" special. It’s the professional equivalent of a middle finger wrapped in a silk glove.
We use these phrases when we’re frustrated. We want to prove we were right. We want to show that the other person wasn't paying attention. But here’s the thing: it makes you look like a jerk. Instead of solving the problem, you’re scoring points in a game nobody else wants to play.
Common phrases that make for bad emails:
- "As previously stated..."
- "To reiterate..."
- "Moving forward, I'd appreciate it if..."
- "I'm a bit confused as to why..."
Honestly, if you're "confused," just pick up the phone. Or, better yet, assume the other person is busy and just re-send the info they missed without the attitude.
The "Vague Subject Line" Mystery
"Quick question."
"Checking in."
"Update."
[No Subject]
These are literal invitations to be ignored. Your subject line is the gatekeeper of your message. If it doesn't tell the recipient exactly what’s inside, they’re going to archive it or "star" it to look at later—which usually means never.
In a world where the average professional receives over 120 emails a day, a vague subject line is a crime. Use the subject line to give context. Instead of "Question," try "Action Required: Approval for Q3 Budget by EOD Tuesday." See the difference? One is a mystery; the other is a task with a deadline.
The "Reply All" Apocalypse
We've all been part of a "Reply All" chain that spiraled out of control. It usually starts with a simple company-wide announcement: "There are donuts in the breakroom!"
Then, it happens.
"Thanks!" — Reply All.
"Save me a chocolate one!" — Reply All.
"Stop replying all!" — Reply All (the irony is lost on them).
"Please remove me from this thread." — Reply All.
Suddenly, 500 people have notifications for a conversation that should have stayed between two people and a box of crullers. This is a classic example of bad emails that stem from a lack of technical literacy or just plain thoughtlessness. It clogs servers and ruins focus.
The "Urgent" Non-Emergency
Labeling an email "URGENT" or "HIGH PRIORITY" when it’s actually just a routine request is the quickest way to lose credibility. It’s the Boy Who Cried Wolf for the digital age.
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If everything is urgent, nothing is.
I once worked with a manager who marked every single email with the red exclamation point. After a week, I stopped looking at them. One day, there actually was a crisis, and I didn't see it for three hours because I'd been conditioned to ignore his "emergencies."
The Fix: Use urgency sparingly. If something truly needs a response in under an hour, use Slack, Teams, or—heaven forbid—a phone call. Email is asynchronous by nature. Treat it that way.
The Ghost Requester
This is the person who sends a request but forgets the most important part: the "who," "what," or "when."
- "Can you send me that file?" (Which file? There are a hundred.)
- "Let's meet soon." (When? This year? 2029?)
- "I need your feedback on the project." (Feedback on what? The design? The copy? The existential dread?)
This leads to a "tennis match" of back-and-forth emails.
"Which file?"
"The one from the meeting."
"Which meeting?"
"The one on Tuesday."
"We had three meetings on Tuesday."
You’ve now wasted 20 minutes of productivity on both sides just to figure out what the original email was about. Basically, provide context or don't hit send.
The "Mobile Autocorrect" Disaster
We’ve all sent a "Sent from my iPhone" email that had a glaring typo. Most people are forgiving. But there’s a limit.
If you’re replying to a high-stakes client or your CEO while waiting in line at Starbucks, take the extra five seconds to proofread. Autocorrect is a fickle beast. I’ve seen "Best regards" turn into "Best retards." I’ve seen "I'll see you there" turn into "I'll sue you there."
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One tiny letter changes the entire tone of your professional relationship. If you're on the move, maybe just wait until you're back at a keyboard for the important stuff.
How to Actually Write Better Emails
If you want to avoid these examples of bad emails, you need a system. It’s not about being a literary genius; it’s about being functional.
1. The 3-Second Rule
The recipient should know exactly what you want within three seconds of opening the message. Use bold text for deadlines. Use bullet points for lists.
2. The "One Goal" Strategy
Try to keep each email limited to one main topic. If you have five unrelated things to talk about, send five short emails (or better yet, a summary list with clear headings). Don't bury a request for a promotion in an email about the office printer being broken.
3. Tone Check
Read your email out loud before sending it. Does it sound like you're barking orders? Does it sound whiny? Tone is notoriously hard to convey in text. When in doubt, add a "Hope you're having a good week" at the start. It feels a bit cliché, sure, but it softens the blow of a direct request.
4. Use the "If-Then" Format
To avoid the back-and-forth, provide options.
"Can we meet Thursday at 2 PM? If that doesn't work, I'm also free Friday at 10 AM. If neither of those work, please send over a few times that fit your schedule."
This closes the loop and prevents three extra emails.
5. Attachments and Links
Check them. Seriously. There is nothing more embarrassing than saying "See attached" and sending absolutely nothing. Or sending a link to a Google Doc that doesn't have the permissions set to "anyone with the link can view."
Real-World Consequences of Bad Email Habits
It’s easy to laugh at these, but they have real-world impacts. A study by the University of California, Irvine, found that it takes an average of 23 minutes and 15 seconds to get back to deep work after an interruption. Every "Reply All" and every "vague question" email is a grenade thrown into someone’s productivity.
Beyond just time, bad emails damage trust. If you can't communicate clearly, people start to wonder if you can execute the job clearly. It sounds harsh, but your inbox is a reflection of your professional brand.
Next Steps for Improving Your Communication
To stop the cycle of bad emails, start with your own "Sent" folder. Take five minutes to look at the last ten emails you sent.
- Count the "Reply Alls": Were they all necessary?
- Check your subject lines: Would you open them if you were the recipient?
- Look at the formatting: Is it a wall of text or a clean, scannable message?
Moving forward, adopt the "BLUF" method—Bottom Line Up Front. Put your request or the most important information in the very first sentence. "I am writing to request approval for X" is better than three paragraphs of backstory followed by "So, can I do X?"
By making these small adjustments, you'll not only save yourself time but also become the person everyone actually likes seeing in their inbox. Stop being an example of what not to do and start being the person who gets things done.