6 COMMON EMAIL MISTAKES TO AVOID AND ETIQUETTES TO FOLLOW
Communication through Electronic Mail (E-mail) is like second nature to us all. We draft emails for personal as well as business communication. In fact, email writing is a large part of our work life. And therefore, it pays to use the best email etiquette to make your emails impactful and effective.
In other words, avoiding common email mistakes helps to make your emails direct, focused, and attention-grabbing. And hence, it creates a strong professional image.
MAKING THE RIGHT IMPACT WITH YOUR EMAIL
For your convenience, we have put together some helpful email tips you should follow. These will enable you to get your message across correctly.
AN ON-POINT 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.
After all, people receive numerous emails in a day. And to stand out between the vast clutter, your email subject should stand out!
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 boss or a colleague at work.
When you start drafting an email, choose your words wisely as this will set the tone for your communication.
If you are drafting a formal email, make sure to keep your language professional. However, when drafting a personal email, you can keep your tone informal and less rigid.
In the absence of personal, face-to-face interactions, 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 draft short emails whenever possible. Your goal should be to get your message across quickly and coherently.
Writing an exceedingly 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 vital 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.
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.
After all, 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?
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