Emailing someone might seem simple, but those deceptively simple strings of text weirdly hold a lot of power. They can have a huge impact on how others see you professionally. A simple typo or an awkwardly-worded sentence can instantly change the tone of your message. In this blog, we look at the most common email mistakes that can harm your professional reputation. But we don’t stop there, we also discuss ways to avoid these mistakes.
Common Mistakes While Emailing and How to Avoid Them
With most of our communication now happening through quick emails back and forth, it is easier to overlook small details than you think. A rightly-written email can build credibility but a poorly-written one can suggest carelessness almost instantly. Here are 6 top common mistakes while emailing and their fixes:
- Using the Wrong Tone
Would you ever, in good conscience, show up to a formal dinner in your pajamas? Using the wrong tone in an email can be similar to that, completely out of sync with the setting! The tone is a tricky thing to get right. Why? Because we convey tone using words plus body language, and emails lack the nuance of face-to-face conversations. What might seem like a casual sign-off could be read as unprofessional or even rude.
How to avoid this email mistake: Always tailor your tone based on who you are sending it to – a higher management official or a colleague whom you know well. Be mindful of the language you use even if it is a friendly colleague. A quick fix to this email mistake is reading your email out loud before sending it.
- Neglecting to Draft a Good Subject Line
The subject line is the first thing people see, and it sets the tone for your entire email. This is a common email mistake to avoid in the workplace. A vague or poorly thought-out subject line can make your message perceived as unimportant. If you rush through it or use something too generic, like “Meeting” or “Important Update,” you risk leaving the recipient uninterested. Worse, they might not understand the urgency of your email.
How to avoid this email mistake: Your subject line should quickly grab attention to give a clear sense of what is inside. But even then, a long one can be overwhelming. The sweet spot is between 5 to 7 words and something informative. Also, if your email is urgent, make it clear, but avoid phrases like “Urgent” or “ASAP,” too often as they lose impact when overused.
- Not Addressing the Recipient by Their Name
Would you feel different if someone called you ‘Hey Rohan! Can you come here?’ rather than ‘Hey there!’? Addressing someone by their name adds a layer of personal touch hidden between professionalism, especially in a faceless communication channel. Starting with generic greetings like “Hi there” or skipping greetings entirely often comes across as lazy. Even if you’re unsure of their name, take a moment to find it; this shows effort and respect.
How to avoid this email mistake: Use the recipient’s name to create a more personal connection. But make sure to double-check the recipient’s name for correct spelling. This happens to be the most common email mistake that people make.
- Writing Super Long Emails
This is commonly taught in corporate communication skill masterclasses. Even if you have a lot to say, important points can get lost in the lengths. Writing a super long email can be a turn-off, especially since humans have developed a short attention span today. People often skim lengthy emails, which means they might miss what really matters. In fact, articulate people are perceived to be more smarter and dependable socially.
How to avoid this email mistake: Keep it short and sweet by skipping unnecessary details. Better yet, use headings and trim them down into bite-sized bullet points. This saves time on the reader’s front to both read and reply to your email.
- Sending Emails While Controlled by Emotions
This is another common email mistake in the workplace people make. When emotions are high, our judgment can be clouded, and we often say things we later regret. Emotional emails often come across as unprofessional and may ruin important relationships in the workplace.
How to avoid this email mistake: Before replying in anger, step away for a while. If you must express your feelings, write a draft but don’t send it immediately. Review it later when you calm down. Avoid accusatory words at all costs.
- Forgetting to Attach Files
Let’s be honest! This email writing mistake happens to the best of us! We all hit that send button in a hurry only to realize that the important file the email was all about was not attached! It surely creates an embarrassing situation and can make you look careless. But even worse is sending the wrong file that gives leverage to the customer to negotiate better – like mistakenly sending the cost price for a product rather than the sell price catalog!
How to avoid this email mistake: Honestly, the only way to fix this email writing mistake is by proofreading and being more mindful. Also, it helps to open the attachments and proofread the contents to make sure you are not sending the wrong cost quote to the customer!
Conclusion
As we finish up, remember that every email you send is a reflection of you. The details matter, especially in a corporate setting with cutthroat competition where there might be people trying to pull you down. By paying attention to these common email writing pitfalls and putting in that extra effort, you are building a reputation for reliability. So, take a moment to review and refine before hitting that ‘send’ with confidence. It is important to keep your professional image sharp.
If you want to teach these minute yet crucial skills to your workplace, a corporate email writing training course or workshop can be immensely helpful. EducationNest offers tailored email marketing courses to train working professionals. Their courses are expert-led, meaning they learn from the best. Elevate your team’s communication game, consider booking a session with EducationNest today!
