The Importance of Mindful Communication
Communication is at the heart of society, business, and education, yet it is often overlooked when it comes to accessibility. While businesses and universities strive to accommodate physical needs, the way organizations communicate—particularly in writing—can have just as much impact on a person’s mental health experience.
This issue became clear when an email received recently by a student from her tutor came across as dismissive and rude. The tone and wording of the email left the recipient feeling unsupported and disrespected. For students with disabilities, such interactions can add unnecessary stress, making an already challenging academic journey even harder.
Here we will explore the importance of accessibility in communication, the impact of tone in written interactions, and why organizations including educators must be more mindful when engaging with people who have disabilities.
Emails are one of the most common forms of communication in both personal and professional settings. However, tone can often be misinterpreted, especially in written communication where body language and vocal cues are absent. A message intended to be direct can sometimes come across as rude, while an attempt at being professional may sound condescending.
Moreover, it’s crucial to be mindful of recipients who may have disabilities such as learning difficulties, dyslexia, vision impairments, or autoimmune disorders. A poorly worded or harshly toned email can add unnecessary stress and make communication more challenging.
How Emails Can Come Across as Rude or Condescending
Consider the following examples:
🚫 Rude tone:
“I need this done ASAP. You should have known this already.”
✅ Professional alternative:
“Could you kindly prioritize this? Let me know if you need any clarification.”
🚫 Condescending tone:
“Just a reminder, as I mentioned before, this should have been completed by now.”
✅ Respectful alternative:
“I wanted to follow up on this task. Please let me know if you need any assistance in completing it.”
🚫 Blunt and dismissive:
“That makes no sense. Fix it.”
✅ More constructive approach:
“I think there might be some misunderstanding. Could you clarify this part? I’d be happy to discuss it further.”
Being Mindful of Recipients with Disabilities
Certain disabilities can make processing written communication more difficult. A harshly worded email may not only cause confusion but also impact mental well-being. Here are some considerations:
🔹 Dyslexia & Learning Disabilities: Use clear, concise language without unnecessary jargon. Bullet points and spacing can improve readability.
🔹 Vision Impairments: Avoid excessive formatting, small fonts, or pale text colors that reduce readability.
🔹 Autoimmune Disorders & Stress Sensitivity: Tone matters. People with conditions like multiple sclerosis or chronic fatigue syndrome may already be dealing with high-stress levels—an unnecessarily aggressive email can worsen their well-being.
Best Practices for Writing Professional Emails
✅ Use a neutral, respectful tone. Avoid all caps, excessive exclamation points, or abrupt phrasing.
✅ Be clear and concise. Long-winded emails can be overwhelming; get to the point while maintaining a polite approach.
✅ Consider the recipient’s perspective. Before hitting send, ask yourself: How would I feel receiving this email?
✅ Express appreciation. A simple “I appreciate your time” can make a huge difference in setting a positive tone.
✅ Use positive framing. Instead of “You made a mistake,” try “Let’s refine this part together.”
Contacting Leads: How to Make a Strong First Impression
When reaching out to potential clients or business leads for the first time, your email sets the tone for your professional relationship. The goal is to be engaging, clear, and persuasive without coming across as pushy or impersonal.
A poorly written email may cause the recipient to ignore your message, while an overly aggressive tone could push them away. Below are key strategies to craft an effective pitch email, along with examples of good and bad approaches.
Key Strategies for a Successful First Contact Email
✅ Personalize Your Approach – Use the recipient’s name and mention something specific about their business or industry to show that your message is not a generic template.
✅ Get to the Point Quickly – Busy professionals don’t have time for long-winded introductions. State your purpose clearly within the first few lines.
✅ Highlight the Value Proposition – Instead of focusing on what you offer, explain how your service benefits them. Answer the unspoken question: What’s in it for me?
✅ Keep the Tone Professional Yet Friendly – Avoid being too formal, but also steer clear of sounding too casual or overly sales-driven.
✅ Include a Call to Action (CTA) – End your email with a clear next step, such as scheduling a call or requesting a response.
Examples of First-Time Contact Emails
🚫 Bad Example – Generic & Pushy
Subject: Let’s Talk About My Services
“Hi, I offer marketing services that can help your business. We’ve helped many companies grow, and I’d love to do the same for you. Let me know when you’re free to chat.”
🔴 Why this doesn’t work:
- Generic and impersonal
- No specific value proposition
- No clear CTA
✅ Good Example – Personalized & Value-Driven
Subject: Helping [Company Name] Increase Engagement & Sales
“Hi [Recipient’s Name],
I came across [Company Name] and was really impressed with [specific detail about their work]. Given your focus on [industry or service], I wanted to introduce myself and explore how I might help.
At [Your Company Name], we specialize in [specific service] and have helped businesses like yours [specific benefit, e.g., “increase customer engagement by 40% in just three months”].
I’d love to schedule a quick call to discuss your current challenges and see if we’d be a good fit. Would [suggest a date/time] work for you? If not, feel free to suggest a time that suits you.
Looking forward to your thoughts!
Best regards,
[Your Name]
[Your Contact Information]
[Your Website (if applicable)]*
🔵 Why this works:
- Personalized introduction
- Demonstrates knowledge of the recipient’s business
- Clearly states the value offered
- Includes a polite call to action
Sample PIP Appeal Cover Email:
Subject: Personal Independence Payment (PIP) Appeal Submission – [Your Full Name]
Dear [DWP Decision Maker / Tribunal Clerk],
I hope this email finds you well. Please find attached my Mandatory Reconsideration Notice/Appeal Submission regarding my Personal Independence Payment (PIP) decision. I am requesting a review of this decision on the basis that [briefly state the key reason for your appeal, e.g., “the assessment report does not accurately reflect my daily living and mobility difficulties”].
I have outlined my reasons for appealing in the attached document, along with supporting evidence, including [list any supporting documents, such as medical reports, care plans, or witness statements].
I kindly request confirmation of receipt of this email and the attached documents at your earliest convenience. Please do not hesitate to contact me should you require any further information.
Thank you for your time and consideration.
Best regards,
[Your Full Name]
[Your Address]
[Your National Insurance Number]
[Your Contact Details]
Conclusion
When reaching out to leads for the first time, it’s crucial to strike the right balance—be professional yet approachable, concise yet informative. A well-crafted email can open the door to meaningful business relationships, while a poorly written one can close it before you even get a response. Writing professional emails is an essential skill, but it’s equally important to be mindful of the recipient’s experience. A poorly worded email can come across as rude or condescending, and for individuals with disabilities, this can be particularly challenging. By using clear, respectful language and considering the reader’s perspective, we can create more inclusive and stress-free communication.
If you struggle writing emails our suggestion is to consider using AI or let us write for you and we send you the draft to edit, hence protecting your private data. We can write the content body and you fill in the rest.
Zena has just graduated in BA Hons Marketing Management at Cardiff Metropolitan University on the 17th July 2024, Zena has continued with her learning and has embarked on furthering her academic knowledge studying for a Masters Degree in International Business at Cardiff Metropolitan University.
Zena may look normal to an untrained eye even though she has an invisible disability. Thanks to a great support network she is able to fit into society and has additional help, whenever she needs it.
Zena aspires to be a role model for young people with Multiple Sclerosis. She suffers from chronic pain symptoms in the legs and has noticed cognitive impairment and muscle weakness.
Zena works remotely which does not put a strain on her health. She writes articles and posts on an array of subjects, namely health and wellbeing, business,. She also does social media management, content creation and digital marketing.
