Career Advice Professional Development

Email Mistakes to Avoid in Your Professional Life

By: Mariah Rogers
Aug 31, 2020 • 3 min read

Think Twice Before You Hit Send

Communicating over the internet can be challenging, especially since we are living in a world where virtual work has become the new normal. You are probably sending and receiving many more emails than usual, so you will want to keep your professionalism up to par even while working remotely. This can be tough, as you will want to respond promptly without having to proofread hundreds of times (we have all been there). If you are interested in learning how to fix common email mistakes, here is how.

Grammar & Spelling

Spelling and grammar mistakes can lead to your emails sounding unprofessional. If your emails are lacking grammatical mastery, here is a solution for you! If you are not already using Grammarly to check your spelling and grammar accuracy, you are missing out. This tool underlines spelling and grammar mistakes, and even makes suggestions for your writing to sound more professional. Grammarly is your new secret weapon!

Copy or Blind Copy

This is a classic email mistake that you will want to avoid, especially if they could be necessary for multiple people. The copy feature or “cc” makes it easy to make others aware of your note, besides the direct receiver. The direct receiver will be able to see who is copied on the email and reach out to them about its contents! However, be careful not to confuse this with the blind copy feature, or “bcc.” Blind copying individuals on an email will hide the names of fellow receivers. This is a great feature to use if you want to send a message to a group of individuals who wish to remain private.

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Include a Subject

Including a subject in your email can help to alert the receiver of the contents of the email. This can also help their inbox to stay more organized so that you will be more likely to receive a response. Keep the subject short and sweet – get right to the point! Choose a catchy phrase that will capture the purpose of the email. Failing to include a subject is one of the top email mistakes to avoid. Everyone is getting spammed with emails these days, so help make yours easily identifiable.

Keep it Short

Have you ever opened an email to reveal endless paragraphs and miles of scrolling? It is important to keep your email short and sweet so that the recipient can understand your writing and respond quickly. Cut out the unnecessary filler and overly detailed descriptions. This will help your sentences flow more smoothly and save the recipient from having to decode your message. This is especially true when writing a follow-up or thank you email, which you can learn more about here.

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Start Strong, Finish Stronger

Be sure to include a proper introduction and conclusion in your email. Not only will this add a sense of professionalism and formality to your email, but it can also make your message more personal. Especially in times like these, take a moment to open your email with a brief mention of good wishes for the other person. Check-in on colleagues and include a note in your conclusion so that others know that they can reach out to you. Feel free to add a “signature” at the end of your emails, too. These can be created in the settings section of your email account. Include your name, the title of your position, and essential contact information for recipients to know.

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