Still one of the most common and widely used forms of communication within organizations, Email continues to hold a strong presence as a part of most employees’ daily operations and still continues to maintain lead over enterprise instant messaging services like Slack. Today, with more employees working remotely, its importance has only grown further.
But like other forms of communication, it is still prone to mistakes. There are many common mistakes, but five of the most common email writing mistakes one should avoid include:
Poor Subject Line
Too often, some people are prone to writing a poor subject line. The golden rule is that the email subject line should be relevant to the content contained in the email.
The subject line should never start with ‘Hey’ or ‘Hi’ or ‘Hello’, for they are too vague and non-urgent. Instead, it would be better to start it with something like ‘Continuing our conversation on …’ or ‘RE: Discussion on…..’.
Further, as the email thread moves to newer topics or discussions, the subject line should also change and must be relevant to the newer topic or discussion.
Never make the mistake of not personalizing your greeting. That is because an email will remain effective as long as it looks purposeful like when you know whom you are contacting. On the other hand, an email without a personalized greeting will look unimpressive and rather would like it is meant for just about anyone.
When you are sending additional emails to the same person, it is important to keep personalizing the greeting rather than using their name in each message. Those all who read the message should be clear on who the message was addressed to.
Too Much In One Message
Never announce too much in one message for emails is meant to be read quickly. Instead, emails must be kept concise and clear. This will allow the recipient to whom it was addressed, read it properly, and move on. Long text-heavy emails can be irritating and can put off the recipient.
Also, topics should be covered one at a time. This way, each message can be read and responded to within minutes.
The opening paragraph is what that outlines the content you are sending. It should act as a quick introduction and outline the important information you want the reader to understand. This will also help the reader to wade through the rest of the content easily.
The best way would be – Greeting – Outline Content – Desired Outcome. This will also help you to write the content properly making the email relevant.
Never ever use Caps-Lock in an email, no matter how urgent the email is. The use of capitals indicates a highly expressive form of communication that takes away the sense of a professional email. It also comes across as a childish or boorish form of manners that can leave behind a bad impression about you in recipient’s minds.
It is also important that whenever you send an email, to double-check the content as well as the subject before it is sent. It could contain mistakes or be sent to the wrong person, which must be avoided at all costs. In case, you have observed a mistake just as you have clicked ‘Send’, then check out the tip at the end of the post (that is if you use Google Mail).
Also, cross-check CC/BCC when people need to be added to emails. In many cases, if the email is directed to only one person it can look unprofessional to CC (Carbon Copy) someone into the email rather than use BCC (Blind Carbon Copy). This needs to be done if you are looking to keep different people updated or simply just for continuity.
Guidance On Email Writing Mistakes
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