How to Respond to Emails from Boss Without Wanting to Bang Your Head Against a Wall?

Are you tired of feeling like banging your head against a wall every time you receive an email from your boss? Do you dread opening your inbox and seeing yet another message from your boss? Well, fear not!  Proper email etiquette can help you create a positive image, build trust, and maintain a professional relationship with your boss.

In this post, we’ll dive into the art of responding to your boss’s emails professionally without losing your mind. We’ll cover everything from reading and understanding the message to write a response that won’t make you cringe. 

Why is responding to emails from your boss important? (What’s in your boss’s mind anyway?)

Let’s face it, we’ve all been there. 

You’re minding your own business, trying to get some work done, when an email from your boss pops up in your inbox. It’s probably something urgent that needs your attention right away, but you’re already swamped with other tasks and you just can’t deal with it right now. So what do you do? 

Ignore it and hope it goes away? 

No way! That’s not an option.

The best you can do is to acknowledge your boss’s email promptly, and here’s why:

Your boss is probably worried about something

Your boss didn’t send you that email for no reason. There’s a good chance that they’re concerned about an issue or a project that they need your help with.
Ignoring the email will only make them more anxious and frustrated, and could damage your professional relationship in the long run.

It shows that you’re responsible and reliable

When you acknowledge your boss’s email promptly, it shows that you’re on top of your game and taking your job seriously. It also reassures your boss that they can count on you to handle important tasks and meet deadlines.

It helps you manage your workload

By acknowledging your boss’s email and clarifying the expectations and deadlines, you can better manage your workload and avoid getting overwhelmed. It’s always better to be proactive and communicate with your boss than to let things pile up and risk missing important deadlines.

In short, replying to your boss’s emails promptly is a key component of being a responsible and reliable employee. It helps build trust and respect with your boss, and makes your work life much smoother and more manageable. 

So the next time you see an email from your boss, take a deep breath and respond with confidence and professionalism.

Best practices for replying to your boss’s email

First things first, there are four basic rules you want to follow when it comes to replying to your boss’s email. By following these best practices, you will become an email superstar and be on top of it no matter what your boss sends you through email. Let’s dive right in:

#1 Start with a sincere expression of gratitude

When you see that email from your boss, take a deep breath, count to ten, and start your reply with a sincere expression of gratitude. You could say something like, “Thank you so much for taking the time to reach out to me, I really appreciate it.” Of course, you don’t actually have to mean it, but it’s important to at least pretend you do.

#2 Add some positive commentary

Now it’s time to add your own positive commentary to the email. This could be something like, “I’ll definitely take that into consideration.” It doesn’t really matter what you say, as long as it sounds like you’re taking your boss’s email seriously.

#3 End with another expression of gratitude

Finally, end your reply with another expression of gratitude. Something like, “Thanks again for getting in touch with me, I’ll make sure to get on this right away.” Again, you don’t have to mean it, but it’s important to at least pretend you do.

How to acknowledge receipt of an email from your boss? (Short reply examples)

Now that we’ve established why it’s important to acknowledge your boss’s emails, let’s dive into some examples of how to do it effectively.

Here are some common occasions when your boss may send you an email, and how to reply to it in a professional and courteous manner:

Ask you to do something

This is the top pick. Your boss sends an email requesting you to complete a task, a project or even attend an important meeting.

Example of reply:

Sharing of information

Your boss sends an email to inform you about something that is relevant to your work, but may or may not require immediate action on your part. For example, your boss might send you an email to let you know about a change in company policy or to share an update on a project that you are not directly involved in.

Example of reply:

Asking for job progress

Your boss might send you an email to inquire about the status of a project that you are leading and to ask for an estimate of when it will be completed.

Example of reply:

Positive feedback (Compliment)

This is your favorite. Your boss might send you an email to commend you for successfully completing a difficult project or for going above and beyond in your role.

Example of reply:

Negative feedback (Criticism)

Your boss might send you an email to point out areas where you need to improve or to give you feedback on a task that did not meet their expectations.

Example of reply:

In all cases, it’s important to acknowledge your boss’s email promptly and with professionalism. Keep your response concise, polite, and informative, and be sure to address any specific concerns or questions that your boss has raised.

Best tips on acknowledging emails from your boss

Apparently, reading and understanding an email is not too much to ask for in this day and age. But there are tips and tricks when it comes to replying the email to your boss, here’s how to do it like a pro:

Read and understand the email thoroughly

Before you start typing your reply, try actually reading and understanding what your boss has written. Make yourself look well-thought to comprehend the message and don’t rush to respond.

Respond promptly (Preferably not the day after tomorrow)

After you’ve understood what your boss really wants, it’s time to reply. A good rule of thumb will be within 15-20 minutes as long as you have access to an internet connection. 

Use a professional tone (Because we’re not friends)

There will be times your emails will get forwarded to people within or outside your company for whatever reasons. The last thing you want is to let people think you are rude and sloppy. 

So, when you’re writing an email to your boss, no matter how much you love your boss, use a professional tone. You’re not texting your BFF, so using emojis or slang is not necessary. 

Acknowledge the message (That’s the whole point of this article!)

When your boss sends you an email, make sure to acknowledge it, especially when you don’t have an immediate answer for that. 

If your boss has asked you to do something, let them know that you have received their request and are working on it. And if they’re just sending you some information, make sure to let them know that you’ve read and understood it.

Be respectful and courteous (You’re not the boss yet…)

I know you might think you’re a hotshot, but let me remind you that your boss is the one in charge. Always use a positive tone. (Even if you don’t feel 100% like it). 

Be respectful and show courtesy when you’re responding to their emails. Avoid using a sarcastic, confrontational, or dismissive tone will save you a job.

Ask questions if unsure

If you’re not sure about something, just ask. It’s better to ask questions and get the right information than to make assumptions that could lead to mistakes. And we all know how much your boss loves mistakes.

Check for errors (Don’t give your boss another excuse to pick on you)

Before you hit that send button, make sure to check your email for errors. Because nothing screams unprofessional like a spelling mistake or a grammatical error. Use spell-check and grammar-check tools like Grammarly.

Use professional sign-off (because we’re not friends, remember?)

I know sometimes your boss may write you just a line or two and it may look very casual. But when you reply to their emails, you should still use a professional sign-off. Avoid using phrases like “Lots of Love” or “Hugs and Kisses”. Instead, use a formal closing like “Sincerely” or “Regards,” followed by your name.

Conclusion

There you have it! With these simple tips, you’ll be able to acknowledge your boss’s emails without wanting to bang your head against a wall. By acknowledging emails promptly and professionally, you can build trust, and credibility, and maintain a positive relationship with your boss. Remember, a little professionalism can go a long way in the workplace. Happy emailing!

FAQs on responding to emails from your boss

Is it essential to respond promptly to an email from my boss?

Yes, responding promptly shows that you take your work seriously and are dependable.

Can I use emojis or slang when responding to an email from my boss?

No, it’s essential to use a professional tone and avoid using colloquial language.

Should I use humor in my emails to my boss?

It’s generally best to avoid using humor in emails to your boss. Instead, focus on being professional and respectful.