Sending a clear, concise, and grammatically correct email may seem straightforward, but errors are all too common. We all send emails, whether to colleagues or external contacts, from our phones, homes, or desks. While many mistakes are minor and quickly forgotten, some can be disastrous.
Just as you wouldn’t attend a job interview in inappropriate attire, sending well-written emails is about presentation and professionalism. It is crucial to write an email that is accurate and makes sense. Here are four common mistakes to avoid:
Incorrect names and titles
While spell checkers and auto-correct are essential tools for eliminating spelling and grammatical errors, they can cause problems with names. Ensuring you spell names correctly, uses preferred titles, and address recipients by the correct gender is a matter of basic respect and research
Double-check your information against previous emails, email signatures, online resources, and consult colleagues if needed. Being addressed incorrectly can be highly insulting to some, making them less likely to respond favourably to your request.
Emailing in anger and using an inappropriate tone
Work isn’t always smooth sailing, and there are times when frustration can spill into our communications. While it’s natural to feel angry after a challenging meeting or a frustrating email, it’s crucial to keep that emotion out of your emails. Take a deep breath, consider your recipient, and focus on the content of the email. Remember, the email is in someone else’s inbox long after your anger passes, and you don’t want it to be a relic of your bad mood.
Forgetting to change the subject line
Your subject line needs to grab the recipient’s attention and clearly convey the email’s content. A subject line like ‘Article 1’ may make sense to you, but it’s not appropriate when submitting it to an editor who receives many emails about articles. In the subject line you need to clearly indicate who sent the email, what it’s about, and some specific information about the content. A descriptive, yet concise subject line helps the recipient understand the urgency of the email, benefiting both parties.
Sending an email to the wrong person or using “reply all” or “forward” inappropriately
Accidentally sending an email to the wrong person, or hitting “reply all” instead of “reply”, can be easily avoided with a good review system. The same applies to clicking “forward”. Sending an internal email to an external contact can be disastrous. After proofreading your email, quickly check the addressee section to ensure it’s only going to the intended recipients. If in doubt, ask a colleague to review it for you.
By avoiding these common mistakes, you can ensure your emails are professional, effective and well-received.