10 most common mistakes in Email Writing.
Do you also make them?
Writing good emails is as just as important for your work as sending a letter.
But some people seem to think that they can get away with sloppy email writing.
They can, but it will only make their work more difficult, and make me angrier!
Wouldn't it be easier to just send out better emails? Here are some handy tips to help you out.
Tips for Effective Email Writing
- Start and end the email correctly.
Write a subject line that‘s clear and direct.
- Open your email with an appropriate salutation. For example, Dear Mr. Smith.
- End it by using a complimentary close like ‘Best’, ‘Regards,‘ or ‘Sincerely.‘
Provide background information when writing an email.
- Your subject line should clearly state what the email is about.
- Avoid incomplete phrases like Hi, Urgent, or Reply Immediately that tell the reader nothing about the content of the email.
- Never leave the subject line blank.
Use of Capital Letters and Asterisk.
- Don‘t assume that the recipient will remember the background of the email.
- Give details like dates, references, or receipt numbers.
Always be polite when writing a business email.
- Don‘t use all CAPITAL LETTERS.
If you use all capital letters when writing emails, it will create an impression as if you are SHOUTING. In email writing, this creates a very poor impression.
- Using asterisk for emphasis.
There are two opinions on this. Some people find it acceptable to use asterisk for giving emphasis to a word. Other‘s don‘t. My suggestion?
Avoid using asterisk unless you know the person well. And if you are sending an email for the first time, do not use an asterisk.
Your email should be grammatically correct and easy to read.
- Remember that a business email is a professional communication, and you will not gain anything by being rude.
- Even if you are writing to express displeasure, your language should not be threatening or abusive.
Avoid using business emails to send confidential or secure information.
- While writing emails, proofread for misspellings, incorrect grammar and punctuation.
- Don‘t use acronyms and short forms that are difficult to understand.
- Break up long paragraphs, use lists where appropriate.
Don‘t send emails blindly to everyone.
Never hit reply to begin an email on a different topic.
- People don‘t like to waste time reading an email that they really don‘t need to know about.
- Use CC: and Reply All: carefully.
- A new topic should be sent in a new email.
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