9 Best Practices For Sending A Professional Email At Night

Email has become a convenient way to stay in communication with coworkers, clients, and employees. Because emailing can be done remotely, many individuals find reasons for sending work emails outside of work hours, even into the night. Learning about ways to proceed with sending a late-night email can help you send courteous late-night emails that are clear and accomplish their goals. In this article, we discuss some reasons for sending an email at night and list nine best practices to follow when sending messages after regular business hours.

Reasons for sending an email at night

Individuals may choose to send an email at night rather than the next day if they feel their recipient could get the most value from receiving it. For instance, if a crisis arises, such as a family medical emergency, someone might email their manager to let them know they won’t be able to come to work the next day. Someone may also email in the evening if they want to communicate something important to their coworkers or manager and are afraid of forgetting to do so the next day or are trying to meet a deadline.

As more people are working from home and balancing caring for kids or other responsibilities, they can find it challenging to reply to an email during normal business hours. Instead, they may email at night when they have more free time. It’s also becoming more common for employees to work flexible hours beyond the typical nine-to-five. When working with others in different time zones, you may send messages at night when it’s their normal working hours and a time when they would most likely see your message.

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9 best practices for sending work emails at night

The following are some of the best practices for sending emails at night:

1. Clarify when you need a response

If you email others at night, let them know ahead of time whether you need a response from them right away. This makes them aware that they can wait until the next day to open your emails. Consider including a note in your subject line about when to reply, such as URGENT!, for an email that requires an immediate reply.

2. Send a scheduled email

Another way to send an email at night is to delay the delivery of your email by scheduling it for a later time. This allows you to type your message while you have the time but send your email at the time you selected. For instance, if a sales representative wants to send their sales proposal to a potential client, they may compose their email at night and then schedule to send it at 8 a.m. the next day.

3. Consider your recipient’s time zone

When sending an email at night, it can be helpful to consider your recipient’s time zone. Although your normal business hours may have just ended, it may be in the middle of the night where your recipient lives. To calculate your addressee’s time zone, you could use the clock app on your cellphone or look it up online.

4. Be mindful of your recipient

Consider your recipient when drafting an email at night. Some individuals may find it stressful to receive an email outside of regular business hours, while others may be more accepting of it. If possible, clarify expectations with your recipient to see what time they prefer to receive emails and when they normally check their inbox.

5. Set clear email expectations

Set clear expectations about a response, so your recipient isn’t left unsure about your needs. This is helpful to do when working on projects with coworkers whom you plan to email frequently. For instance, you could send a message that states, I realize I’m sending this completed draft at 3 a.m., your time. I completely understand if you don’t have time to work on this until normal business hours. I won’t be expecting an immediate response.

6. Find alternative communication methods

Because other individuals may not check their email frequently, use email only in situations that don’t require an urgent reply. It’s helpful to develop alternate forms of communication, such as phone calls or group chats, that provide a more immediate response. Reserve these other forms of communication for high-priority subjects and emergencies.

7. Create a computer curfew

If you know you may be less productive at night and more likely to send emails with typos, consider setting a computer curfew for yourself. This can be helpful in allowing you to create a work-life balance. Let your team members or clients know what hours they can reach you so they know when you’re away from your computer.

8. Draft an email for the next day

You may have times you want to write a message at night while the information is in your mind. At these moments, it can be helpful to create a draft to send the next day. Then, you can review your message with a new perspective and see if there’s anything you need to add to your email. In the morning, you may also be more alert to any spelling or grammatical errors. Waiting to send your draft can be beneficial in helping you decide if your message is something to send or if it’s no longer relevant.

9. Ask for feedback from a trusted adviser

When deciding whether to send an email at night, consider requesting feedback from a trusted adviser, such as a roommate or colleague. This can provide you with another opinion to help verify whether to send your message in the late hours. If they have experience emailing your recipient, they may be able to offer advice about when the recipient prefers to receive emails.

I hope you find this article helpful.