BROKER RISK MANAGEMENT
WEEKLY PRACTICE TIP
E-MAIL – BE CAREFUL
But, e-mail for all of its benefits also brings its own set of issues and cautions. Here are some tips for using e-mails in your real estate practice:
1. E-mails are forever: Once you send an e-mail, it is stored on your hard drive and simply deleting the e-mail does not permanently erase the e-mail. Only specific software designed to clean hard drives can remove e-mail permanently. And, don’t forget the copy you sent to someone – it is on that computer as well.
2. E-mails get forwarded: Don’t assume that your e-mail will stop at the person to whom you sent it. In fact, it would be safer to assume that your e-mail might be forwarded.
3. E-mails can’t be retrieved: Read the e-mail carefully before hitting the “Send” button. Once it’s gone – it’s gone.
5. Light-of-Day Test: Do not put anything in an eemail that you do not want to see projected six-feet high on a courtroom wall. See number 4, above.
6. Check the “To” and “CC” lines before you send: It is easy to send an e-mail to the wrong person or persons. Make sure that you selected the right recipient before hitting “Send.”
7. “Reply” vs. “Reply to All”: If you receive an e-mail sent to you and others by the sender and you want to make a remark only to the sender, be careful not to hit “Reply to All.” This can lead to embarrassment, or even legal troubles.
8. Be careful when forwarding e-mails: Sometimes you may want to forward an e-mail to another person. But, check to see if there is an e-mail string attached to the e-mail that you are forwarding. That e-mail string may contain confidential, embarrassing or even legally significant information not intended for others. Instead, consider copying and pasting the part that you want to forward.
9. Be professional: E-mails are easy to jot off quickly in a friendly tone. But, bring all of your professional skills to the writing of e-mails. Whether you have good spelling, syntax, and word usage will tell a lot about your thoroughness and attention to detail. Re-read the e-mail before you send it.
10. Slow down: We all get too busy and it is easy to start sending e-mails quickly. But, slow down, and observe the above tips. They can save you from embarrassment, from losing a client, or even from a lawsuit.
This Weekly Practice Tip is attorney-client privileged and for the exclusive use of clients of Broker Risk Management and their agents. It may not be reproduced or distributed without the express written consent of Broker Risk Management. The advice and recommendations contained herein are not necessarily indicative of standards of care in the industry, but rather are intended to suggest good risk management practices.