A pre-send checklist that is fast enough to use
- Recipients: verify To, Cc, and Bcc, especially autocomplete suggestions with similar names.
- Reply mode: confirm whether you meant Reply or Reply all.
- Attachment: open the actual file and confirm it is the right version.
- Sensitive content: check names, pricing, credentials, health, HR, and customer information.
- Tone: reread the opening and closing sentence from the recipient's point of view.
- Action: make the request, owner, and deadline unambiguous.
Common mistakes and simple safeguards
Wrong recipient
Add recipients after writing the message. For important contacts with similar names, verify the full address instead of trusting the displayed name.
Accidental Reply all
Scan the recipient count before sending. Remove people who do not need the response and use Bcc appropriately for large external lists.
Missing or wrong attachment
Attach the file before writing “attached,” then open it from the draft. A keyword warning can help, but it cannot verify that a file contains the right information.
Sensitive information
Do not email passwords or access codes. Follow your organization's approved tools and policies for confidential data. Automated text checks are only reminders, not data-loss prevention.
Heat-of-the-moment messages
Save a draft and return later. A delay helps with accidental sends, but it is not a substitute for judgment when a conversation is emotionally charged.
Add a safety window after Send
Gmail's built-in Undo Send can wait for up to 30 seconds. Soft Send extends the pre-delivery decision window to 1 minute through 1 hour for protected messages in Gmail on desktop Chrome.
Its local risk checks can add delay for supported signals including new recipients, possible missing attachments, sensitive wording, fast typing, and user-defined high-risk recipients in Pro. These warnings are prompts to review, not guarantees that a message is safe.
Choose a delay you will tolerate
| Email type | Possible starting point |
|---|---|
| Routine internal replies | 1 minute |
| Customer or client communication | 5 minutes |
| Financial, HR, or sensitive messages | Longer review plus your required organizational controls |
The best delay is long enough to catch a mistake but short enough that you do not habitually bypass it.
Frequently asked questions
Can software prevent every email mistake?
No. It can create time and surface warning signals, but the sender remains responsible for recipients, content, attachments, and policy compliance.
Does Soft Send read email on a server?
No Soft Send server stores message content. Supported risk checks run locally. Eligible messages use Google's Gmail API, while native replies, forwards, and attachments remain in Gmail.
Add a final chance to reconsider
Use a configurable delay and cancel before the message reaches the recipient.
Add Soft Send to Chrome