- Jackie Cuevas shares email tips to avoid sharing personal or sensitive information at work.
- Cuevas advises against using targeted words in emails to prevent unintended HR issues.
- She also suggests being cautious with Slack and chat, as employers can access and review messages.
This as-told-to essay is based on a conversation with Jackie Cuevas, a 33-year-old HR administrator in Orange County, California. It has been edited for length and clarity.
In 2015, I started my career in recruiting, gaining experience with résumés, interviews, and job searching.
I transitioned into HR in 2020, where I now work supporting a nonprofit. I handle everything from onboarding and benefits to compliance and payroll.
When everyone was stuck at home during the pandemic, I also began posting career-related videos on TikTok. I love using the platform to empower people in their career journeys and share what I’ve learned so far.
One thing I’ve shared is how to write an email at work. There are also some things I would never put in an email — here are three of them.
1. Personal information
You should never share personal information in an email, such as your Social Security number, credit card details, or account and routing numbers. If you’re buying lunch for yourself and your coworker, don’t email them your credit card number. Sharing your address with a colleague is fine, as you might do if they want to send you a thank you card.
The internet is dangerous; people can save your information, download it, and use it in ways you didn’t intend.
You also need to be cautious of hacking and phishing emails — you don’t want your information caught up in those. Don’t open or click any links or attachments you don’t recognize. Be cautious of using weak WiFi, as that also makes you susceptible to hackers getting your information.
Share sensitive information using your company’s secure platforms, like Adobe PDF. Another idea is to enable two-factor authentication. To err on the side of safety, you can also share private information with someone directly, such as over the phone.
2. Targeted words
You want to be mindful of the words you use in emails. Words like ‘bullying,’ ‘I’m being harassed,’ or even ‘name-calling’ are targeted words, and when you use them, HR will investigate further.
Use those words carefully because they can lead to something bigger than you intended. I’ve seen an employee complain about something they see as small, but it turned into a bigger issue that could lead to termination or someone getting written up.
If you need to use targeted words or have an issue with a colleague, ask yourself: Can this be resolved by talking to the colleague I’m having issues with or talking to my supervisor? Or is it a bigger issue where I do need to go to HR?
3. Information you don’t want your company to see
I’ve seen people accidentally hit “reply all” when they meant to send a message to just one person or chat on Zoom and not realize everyone could see the chat.
Watch out for these things, but also remember that your company can access your email, chat, and Slack messages. It’s usually not to pin something on anyone, but if your company needs to access your email for any reason, like obtaining certain documents, they can.
That might lead to them seeing something you didn’t intend for them to, and information can come out that way. I don’t advise using company time and property to say, ‘Hey (coworker’s name), you were such a b—in that meeting.’ Things like that can be seen by HR and documented.
Also, if someone complains, remember that you can delete it from your inbox, but the receiver will still have it. In some cases, such as part of an internal investigation, HR can work with the IT department to retrieve deleted emails if the organization’s policies allow this. Many companies can retain deleted emails for a certain period in their server archives or backups.
This goes for your work calendar, too. You should be mindful that people look at your calendar, and if you want something private, like a massage appointment or pickleball, you shouldn’t put it on your work calendar. Instead, just say you’re ‘busy’ or free without adding the extra details.
If you don’t want your company to see something, it’s best to keep it offline or say it professionally.
