We send tons of emails daily so it can be easy to overlook mistakes. Even the smallest mistakes can be detrimental to your business relationships. Not only do poorly-written emails make you seem unprofessional, but they can also make you appear incompetent to the recipients [clients, potential partners, etc.]. To ensure your emails are always professional avoid these eight common email mistakes.
"The first thing that you must do, when constructing an email, is to have a solid greeting and closing," says Amelia Chadwick, a lifestyle blogger at OX Essays and Study demic. "Your email will be 'naked' without a greeting or closing since they are essential to structure. When beginning a conversation, a greeting will make the email more professional, rather than come off as crass and demanding; the same is true for your closing line. Your main goal is to form a good impression in your email."
It is essential to be clear in professional emails. When the key message or request is not clear, you risk creating misunderstandings or leaving room for incorrect interpretations. Therefore, when writing an email, make sure your central point is clear and concise to the recipient. This means avoiding jargon, lousy phrasing, and obscure statements.
Consider this the "email kiss of death" greeting. This generic greeting makes you appear unprofessional and shows you did not do any research. If you do not do your homework to find the correct recipient's name it will be very easy for them to see the minimal effort you have put into the email. So, take the time to include a name to make your message feel personal and less generic. And, if you can not find a specific name, try something like "To the DH Sales Department" or "Dear Hiring Manager."
While your subject line should be eye-catching, it is crucial that it is appropriate. You need a balance between eye-catching and distinctive subject lines because your email will be competing with hundreds [or thousands] of others your recipient will be reading. You need to make your subject line appealing by making it short and sweet, telling the recipient what is in the email and making them want to open it to learn more.
It is essential to update your subject lines if you are using one that is generic or canned. Automation is good in some cases, however, if you continue to use the same subject line for emails that are unrelated, or a continuation of a conversation, it can lead to the recipient assuming that you are too lazy or not creative enough to change it. Every time you email someone about a different topic, make sure to change the subject line of your email thread.
Professional emails should be clear and concise. In other words, do not bore your recipient with an unnecessarily long email. Shorter emails increase the chances of grabbing the reader's attention for the entire email. Your best bet is to use stock phrases and elaborate when necessary. Just remember that your goal is to be short and sweet. If it will take more than a paragraph you might want to consider calling the person or setting up a meeting to discuss the topic in-person.
"Recipients prefer that you say important things in person, rather than read an email about them later," says Erin Bull, a content writer at UK Services Reviews and Academ Advisor. "For example, offering criticism can't be said over email without creating a misunderstanding. Instead, call the person, or visit them in person. Plus, you can't make eye contact or have good body language over email – that personal touch comes from meeting someone in person." Be considerate, when delivering difficult news, such as reductions, layoffs, or challenges facing the company, these announcements need to made in person.
The most detrimental mistake you can make when writing an email is not checking your spelling and grammar. Spelling and grammar errors leads to your recipient believing that you are not as professional as once has thought. Therefore, you must proofread all emails before sending them to reduce the embarrassment and avoid simple mistakes. If you are not confident in your spelling and grammar skills, download Grammarly a free tool that can help you become a grammar and spelling star.
Email is one of the most widely used forms of communication in the professional [and personal] world. Thus, knowing the proper way to write a professional email is essential. By avoiding these eight common email mistakes, you will not only maintain a professional voice, but you will also get the desired results from your messages.