Email is one of the most used routes in the professional environment today and although we use it daily, we also make numerous mistakes with it. We reviewed the 11 worst mistakes when sending an email.
Email is still the most used form of communication in companies and despite this, we continue to use erroneous matters, completely incorrect greetings or bad practices with an e-mail that generate rejection, discomfort or silence among our recipients. In 2017, 156 million emails were sent in a minute. The average per person per day is to receive and send an average of 33 emails every 24 hours.
Even if the email overwhelms you or overwhelms you, it is a tool that can increase your productivity, help you establish better professional relationships and business agreements and make the most of the time you dedicate to work. We will review the main errors related to the email that you can correct to better manage your inbox and send more complete and effective emails.
11 worst mistakes you make with email
- Bad grammar and spelling: You may be very busy and do not invest enough time in your email. One of the consequences is the lack of grammatical coherence, syntactic errors or spelling errors. Try to write well, check the structure and the words at least once if you do not want to look careless and unprofessional.
- Wrong recipient: Typing the first letters of a recipient and clicking the one you did not want is another of the most common mistakes. As a sender, it is your obligation to check the recipients one by one before clicking “Send” to avoid messing up, sending confidential information to other people or waste time in rectifying the confusion.
- Abuse the hidden copy field (also called BCC or BCC): This field is used to send an email to multiple recipients without seeing the email addresses of others, but within the company’s own work environment it is not necessary to use the hidden copy.
- “Respond to everyone”: Unless the information is relevant to all users put in copy, you should not abuse this option. For example, roles that receive a large volume of traffic can experience great distractions by receiving 50 thanks in response to an email.
- Silence: The easiest way to provoke a negative feeling is not to respond. Sometimes even an update on the progress of a job application will serve to show some courtesy and interest. Especially when they have sent you an email that requires an urgent response, set alarms and reminders in tools such as Google Alerts to answer the email.
- Addressing a hypothetical recipient: Using expressions such as “to whom it corresponds” will have less credibility. If you do not find the name of the specific person, for example, for a job selection process, go to the department or use other types of formulas.
- Without changing the subject line: In many cases, we only focus on the body of the email and not on the subject line above. The result is an immense chain of emails with a “Hello” as a subject that prevents them from ordering or searching for information. If you do not want your inbox to become an incredibly diverse and confusing roller coaster, correctly mark the subject lines and do not waste time trying to extract information.
- Mark unnecessarily urgent emails: You should remove the habit of labeling emails as “Urgent”, “Requires immediate response” or “Answer as soon as possible”. It can happen to you as in the story of “Pedro and the wolf” and that finally, your recipients ignore you when your messages really require immediate action.
- Nocturnal Emails: Responding to emails in a hurry and in a state of sleep deprivation is never a good idea. First of all, the tone and intention may vary when you are too tired, and the time is not well received. Schedule your shipment for the next morning or wait to write it in the office.
- Excessive extension: Do not digress or roll up like blinds: it is important that you learn to structure your messages, advocate clear and concise language, enrich the text and use plot points. Otherwise, your messages will be very cumbersome and dense.
- Let yourself be carried away by emotions: It is not advisable to write an email when you are angry or upset, especially if you are a very impulsive person. Our recommendation is that you keep it in drafts and read it 24 hours later to retouch it or reflect on the tone used.
Source | Inc