3 things you should never put in a work email, according to an HR expert

• Jackie Cuevas shares tips via email on how to avoid revealing personal or sensitive information at work.
• Cuevas advises against using target words in emails to prevent unintended problems with HR.
• She also advises being careful with Slack and chat, as employers can access and view messages.

This narrative essay is based on a conversation with Jackie Cuevas33-year-old Human Resources Administrator in Orange County, California. It has been edited for length and clarity.

In 2015, I started my career in recruiting, having gained experience resumeinterviews and job search.

In 2020, I moved into HR where I currently work supporting a non-profit organization. I handle everything from onboarding and benefits to compliance and calculation of wages.

When everyone was stuck at home during the pandemic, I also started posting career videos on TikTok. I love using the platform to empower people in their careers and share what I’ve learned.

The only thing I shared how to write an email at work. There are also some things I would never write in an email – here are three of them.

1. Personal information

You should never share personal information in an email, such as yours Social security numbercredit card details or account and routing numbers. If you’re buying lunch for yourself and a colleague, don’t email them your credit card number. Sharing your address with a colleague is fine, as would you if they wanted to send you a thank you card.

The Internet is dangerous; people can store your information, download it, and use it in ways you didn’t intend.

You should also be careful about hacking and phishing emails — you don’t want your information to get into them. Do not open or click on any links or attachments that you do not recognize. Be careful using weak Wi-Fi as this also makes you susceptible to hackers getting your information.

Share sensitive information using your company’s secure platforms, such as Adobe PDF. Another idea is to enable two-factor authentication. For security reasons, you may also share personal information with someone directly, such as over the phone.

2. Target words

You need to be mindful of the words you use in your emails. Words like “bullying,” “being bullied,” or even “cussing” are target words, and when you use them, HR will investigate further.

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Use these words carefully because they can lead to something bigger than you intended. I’ve seen an employee complain about what they thought was a small thing, but it turned into a bigger problem that could have resulted in a termination or someone being written up.

If you need to use targeted words, or if you have a problem with a co-worker, ask yourself: Can it be solved by talking to the co-worker I’m having trouble with or by talking to my manager? Or is it a bigger problem if I need to go to HR?

3. Information you don’t want your company to see

I’ve seen people hit by accident”reply to all” when they meant to send a message to just one person or have a Zoom chat and not realize that everyone can see the chat.

Keep an eye on it, but also remember that your company can access your email, chat, and Slack messages. It’s usually not a good idea to tie anything to someone, but if your company needs access to your email for any reason, such as to retrieve certain documents, they can.

This can lead to them seeing things you didn’t want them to see and information can get out that way. I don’t recommend using the company’s time and property to say, “Hey (coworker’s name), you were so unpleasant in that meeting.” HR personnel can see and document such things.

Also, if someone complains, remember that you can remove it from your inbox, but the recipient will still be there. In some cases, such as as part of an internal investigation, HR may work with IT to recover deleted emails if organizational policy allows. Many companies may keep deleted emails for a period of time in archives or backups on their servers.

This also applies to your work calendar. You have to remember that people are looking at your calendar and if you I want something privatejust like an appointment for a massage or pickling, you shouldn’t write it down in your work calendar. Instead, just say you’re “busy” or free, without adding more details.

If you don’t want your company to see something, it’s best to keep it offline or say it professionally.