Verify Before You Hit 'Send': A Guide To Safer Email Communications

Email errors, often caused by human mistakes, can lead to significant data breaches, damaging a company's reputation and causing financial losses. This article explores the key checks you should perform before hitting 'send' to make sure your email reaches the right person safely.

Double Check Recipient Email Addresses

This might seem basic, but it's one of the most common causes of misdirected emails.

Always take a moment to verify the email addresses in the 'To', 'Cc', and 'Bcc' fields, especially when your email client auto-fills these fields. Be cautious of similarly named contacts, as they can easily lead to sending information to the wrong recipient.

Revisit The Subject Line

Craft your subject line carefully, as it's the first thing your recipient sees and can also serve as a reference for future searches.

Avoid generic subject lines, especially for important emails. A specific subject line helps both senders and recipients quickly identify if the email content matches its intended audience. Here are some subject line guidelines:

• Be Concise: Keep your subject lines brief yet informative. An ideal subject line is typically 5-7 words long. Avoid unnecessary jargon or complex words.
• Use Keywords: Keywords can make it easier for recipients to search for your email later. Place the most important words at the beginning of the subject line to grab the recipient's attention.
• Avoid Sensitive Information: If your email contains sensitive information, its contents should be secured. Including sensitive details in the subject line can expose them to anyone who intercepts your message.

Review The Email Content

Ensure the content of your email aligns with the recipient and its purpose.

Be careful about including sensitive information unless it's absolutely necessary. If you must, take additional steps to secure it.

When dealing with sensitive content, consider using a secure email solution or another method of secure file-sharing. This adds an extra layer of protection if the email is sent to the wrong inbox.

Check The Attachments

Attachments often contain sensitive data. Before attaching any files, ensure they are intended for the recipient and necessary for the communication.

If the attachments include sensitive information, make sure they are secured with encryption and multi-factor authentication.

Remember to remove metadata from documents and images to prevent inadvertently revealing sensitive information about people and locations.

Validate The Address

For new or rarely contacted email addresses, consider sending an introductory email without important information first as a test to confirm the recipient's identity.

Alternatively, use an email verification tool to check that the email address is valid and active. However, keep in mind that these tools can never guarantee 100% accuracy.

Clarify Confidentiality

Is your email intended to be confidential?

If so, make sure to clearly indicate this in the body of your email and, if possible, in the subject line.

Additionally, consider adding a confidentiality disclaimer at the end of your email. You might secure the information in the email yourself, but if your recipient is not aware they shouldn't share it, it could be leaked.

Use Secure Email

While the above checks can significantly reduce the risk of misdirected emails, they are manual and still somewhat susceptible to human error.

Using a secure email solution can automate these processes for sensitive messages with built-in encryption, recipient authentication, and data loss prevention features.

This added layer of security not only greatly minimises the chances of email mistakes but also helps maintain regulatory compliance, especially important in sectors like finance, healthcare, and law.

Products like Mailock offer robust secure emailing solutions tailored for professional communication needs.

Keep It Locked Down

Email communication is a vital part of our professional interactions, and it's our responsibility to ensure its security and accuracy.

Implementing these checks or using secure email solutions can help you greatly reduce email errors and ensure safe and effective communication.

References:

What Is EXIF Data, and How Can I Remove It From My Photos?, How-To-Geek, 2017

Email Verifier, Hunter.io, 2024

Reviewed By:

Sam Kendall, 14.06.24

Sabrina McClune, 14.06.24