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When you answer dozens of emails every day at work, it may feel like an unimportant task. Yet with these emails you leave a lasting impression on the people you send them to. But how do you ensure that you come across well and professionally via email? Huffpost collected the 5 biggest mistakes to avoid.
1. Spelling and grammar errors
The first on the list is probably not entirely surprising: spelling errors. Whether you misspell the recipient’s name or make several DT errors, spelling mistakes make you appear indifferent.
According to Deb Lee, an online coach and consultant, it is essential to double check everything. It can also help to read your email out loud, because it makes it easier to recognize errors. “Moreover,” she says, “if you find out afterwards that you misspelled a name or title, make sure you apologize and get it right next time.”
2. The ‘reply all’ button
When you respond to an email that has been sent to multiple people, it is usually not necessary to press the ‘reply all’ button. It is quite a main character move, but most recipients of the email are probably not looking for your response at all. Only send your response to the people for which it is relevant, because your colleagues’ mailboxes are often full enough.
3. Informal language
When your emails are full of emojis, it might be time to reconsider your language. “It seems unprofessional to most people if you write too casually,” says career coach Kristine Knutter. “For example, think of writing in half sentences or using emojis, a bit like you are texting with friends.”
Of course, this does not mean that you can no longer use smileys in your emails at all. You just have to make sure that you dose it properly and tailor it to the person you are writing to.
4. Too long emails
The best emails are straight to the point. No one wants to have to read half an essay when they open their mailbox, and you also run the risk of your recipient missing important details. Knutter: “Split your email into short sentences and clear paragraphs, and use bullet points if necessary. Moreover, do not forget to indicate immediately at the beginning of the email what you need from the recipient, and whether there are any deadlines attached to this.”
Do you find yourself struggling to craft your message in a clear, concise manner? Then you can always consider scheduling a conversation or call instead.
Source: Huffpost | Image: Pexels
