6 Common Email Mistakes to Avoid
Communication through Electronic Mail (E-mail) is like second nature to all of us and a big part of our work life.
In addition to official and business communication, emails are also used for personal correspondences.
While electronic mailing is a good option for quick communication, to make it truly effective, it is essential to keep in mind some important email etiquette while writing an email.
Avoiding common email mistakes will help you to make your email direct, focused and attention grabbing, thus creating a strong professional image.
MAKING THE RIGHT IMPACT WITH YOUR EMAILS
Here are some helpful email tips to follow –
APT SUBJECT LINE
Use a short and meaningful subject line whenever you send out an email. The email subject should describe the purpose of your email in the least number of words.
The subject line is not only useful for informing the recipient of your email’s purpose but also makes your email stand out between the vast clutter of emails a person inevitably receives on a daily basis.
A relevant subject line goes a long way in grabbing attention and subsequently, a response.
THE RIGHT TONE
An email to a friend or relative will have a different tone from one written to a prospective client, your boos or a colleague at work.
When you start writing an email, choose your words wisely as this will set the tone for your communication.
If you are writing a formal email, make sure to keep your language professional. However, when writing a personal email, you can keep your tone informal and less rigid.
In the absence of a personal, face-to-face interaction, your words will set the tone and flow of your communication so get the tone right!
ADDRESSING THE RECIPIENT
It is good practice to personalize your email by beginning your message with a greeting followed by the person’s name.
In case you are not aware of the person’s name, it is still ideal to use a warm greeting that helps in personalizing your email and setting the tone right.
KEEP IT SHORT & CONCISE
Since most people are pressed for time, it is recommended to write short emails whenever possible that get your message across quickly and coherently.
Writing a very long email and going on and on about something is not recommended especially in a formal email message.
Divide your email content into short paragraphs that contain a couple of lines. Make sure your email is well spaced out with plenty of white spaces instead of a large block of text that is difficult to read.
USE A FORMAL SIGNATURE
It is good practice to insert a professional email signature block that appears at the end of your email messages.
It can contain your contact information, designation, alternate email id, and any other important details that you would like to make available.
CHECK AND DOUBLE CHECK
Always check your email content for spellings, grammatical errors, and typos before you hit SEND. There is nothing worse than sending out a poorly written email full of silly mistakes and avoidable errors.
Isn’t it better to devote a few minutes to go over your email once you’re finished writing than regretting all the clumsy mistakes once the email is gone for good?
Email is one of the most convenient tools of communication available to each one of us.
By practicing good email etiquette, you can enhance your communication and increase your chances of getting a timely response.