The Ultimate Guide to Corporate Email Responses

We’ve all received emails that leave us stumped on the best way to reply…professionally. Use this post as your cheat sheet for corporate email responses that get your point across and keep the peace.

How many times have you gotten an email that left you scratching your head? Or had you typing and deleting your response several times because what you really want to say is unprofessional?

I’ve seen a lot of posts on social media that ask the question “How do I say ‘XYZ’ professionally?” and that inspired me to write this post. Whether someone is being too vague, disrespectful, or asking you to do something you don’t have the bandwidth for, you’re officially armed with the best responses.

These are some of the most common situations people find themselves in at work and the best way to respond professionally.

Situation: You have a full plate, but someone asks for help.

This is a tough situation to be in, especially if you’re usually willing to help out. It’s okay to uphold boundaries and say “no” politely. Remember, you don’t have to overextend yourself if you already have a full workload. Here’s an email response that’s firm but leaves the door open if you can help in the future.

best email response when your plate is full

Situation: You get a vague or confusing request via email

You’ve read the email ten times and still don’t understand what the person needs from you. Ask for more details about their request instead of seemingly throwing up your hands and saying you don’t get it. This email response signals that you’re thorough in your work and want to keep things moving forward.

best email response for a vague or confusing request

Situation: You’re asked to do something that’s not your job

Internally, you may be saying “That’s above my pay grade”, but let’s not put that in an email. The best course of action is to redirect that person to the best of your abilities. This scenario has happened to me many times when I worked in supply chain. It can be frustrating, but it’s not always easy tracking down the right point of contact.

best email response when a task isn't part of your job

Situation: Someone wants to go over your head to get their way

We absolutely do not tolerate disrespect. However, you want to ensure that your email response is clean and that YOU are being respectful, just in case HR has to be involved. Rule #1 in corporate is to CYA (cover your a**), so maintain your composure in your response. Remind them that there is a protocol on how to escalate any issues and they need to follow it. Professionally, of course.

best email response when someone tries to go above your head

Situation: A project or work issue has become too big for the email thread

One of my managers taught me not to discuss complex issues via email, and I still stand by that today. There’s no need to keep a 20+ email thread going—it’s simply too much to keep up with. When your issue gets too big for the email chain, formally offer to meet in person (or video chat). That meeting will save you a lot of confusion in the long run.