E-MAILING – CAUTION NEEDED

Note: While I relate this blog to teaching, its sentiment applies equally to any occupation.

In today’s world, emailing has become one of the most common forms of written communication. Most people have email accounts and use emails prolifically. Schools and teachers have email accounts, often displayed on the school’s website.

Communication by email is encouraged, including contact between parents and teachers. Notwithstanding the ease with which email communication can be used, it is essential to consider a cautionary approach to its use. This is because emails are written documents and can be held against writers for years and years to come.

* If parents seek information about homework assignments and work due,

excursion information or similar response is acceptable.

* If parents want information on school policy or are confused about particular

whole school policies or school matters, refer them to a member of the

the leadership team and forward the email sent, and you reply to your senior.

* Under no circumstances offer parent value judgements about a child’s

character by email. Written statements can come back in future times to haunt

the writer.

* Be aware that emails can be used as documentation supporting

actions in courts, including custody battles between parents. To that end, avoid

sending emails that ‘take sides’ or can be interpreted as supporting one parent’s

viewpoint or the other.

* Never promise by email that a child ‘will’ make specific progress by a particular

time or ‘will’ achieve particular outcomes. ‘Will’ is an absolute and confirms

that clear attainment will result. Use ‘can’ or ‘could’ or similar

non-committing words. The onus is then on the child and not the teacher to

take prime ownership of possible outcomes.

* It is wise to keep copies of emails sent to parents in a designated folder.

Trashing can be tempting, but if a communications issue is raised to the

teacher at some future time, not having a record can be very unhelpful.

The above dot points could be extended, and others added. Suffice it to say, the use of emails can be fraught with danger, a situation that all too many people find to their eternal sorrow. Stick to material issues, and don’t enter the realm of value judgements and character comments. Parents may send emails of this nature, asking you to comment on their perceptions. That invitation should be avoided because a response means they may quote you and tie you to what is their position.

Never write and send emails in the heat of the moment while over-tired or less inhibited than usual because of the use of alcohol. The reasons for this advice should be obvious.

If in doubt about email correspondence, check with a senior staff member. It is always better to be sure than sorry when dealing with email traffic.