I LOVE the use of email for communication between team members during a transaction! It performs a number of functions at once which helps me save time!
Unfortunately, some people forget they are working in a professional environment and use email to personally attack other team members when they are frustrated.
My broker hubby taught me long ago to "never burn bridges in real estate." You never know when you may forced to work with that person again.
I believe email bridge burning is the worst, because the documentation can be saved for many years to come by the recipient of the attack and possibly be used against you in the future.
A good question to ask yourself is does this letter reflect how you and your company want to be perceived? A friend recently received a scathing email from a disgruntled agent and I wondered what the broker of the angry agent would say if a copy had been delivered to them?!
When you believe you have a legitimate complaint about someone, stay away from personal attacks (you're lazy, you only want to get paid, you don't care, etc.).
Instead focus on the FACTS ONLY and clearly identify what you want. Also, provide consequences if they don't follow through. Note-consequences should only be used as a last resort!
Here's an example;
I am writing this letter regarding your unresponsiveness to our email and phone requests.
Specifically, your input is required immediately to help assist the rest of the team in closing the transaction.
We have attempted to contact you via email and phone on the following dates with no response..
1/4 email and voice mail message
1/5 left message with receptionist at your office
Once again, we ask that you immediately contact our office at xxx-xxx-xxxx by 12 pm tomorrow or we will assume that you are unable to perform and will contact your supervisor for further advice.
Thank you in advance for your cooperation in this matter.
As you can see, I am not personally attacking Bob by assuming I know why he is not responding (he doesn't know how to do his job, he's hiding something, he is doing drugs, his phone and email are down, he had a death in the family).
Bob may not be happy with me, but I have stated the facts only. I have maintained my professional integrity and asked him respectfully to follow through while assuming his also the consummate profession.