Top 12-e-mail-mistakes[1]

The Top 12 E-mail Mistakes

If you want to impress all that you come into

e-mail contact with and build positive

business relationships, pay attention to your

e-mail and avoid the following mistakes ...

Mistake # 1: Omitting the Subject Line

With the huge volume of e-mail that we send and receive everyday, the subject line is essential if you want your e-mail to be noticed and read.


Mistake # 2: Not Making Subject Line Meaningful

Your e-mail is going to have lots of competition and the reader is going to decide on the order in which he will read his e-mails based on who sent it and what it is about.

Your subject line should be related to your message and specific. Don’t just put “Hi”, “Hello” or something generic.


Mistake # 3: Failing to change the header to correspond with the subject

If the topic of your email changes when you reply, your subject line should also change. This makes it easier to refer back to in the future.

You can also choose to start a new message altogether.


Mistake # 4: Not personalizing your message to the recipient

E-mail, although less formal, still needs a greeting, especially if we are sending external e-mails to clients.

Begin with “Dear Mr/Mrs xxx”, “Dear Jane/John”, “Hello Jane/John”, or just “Jane/John”.

Failure to put in the person’s name could make you and your e-mail seem cold and impersonal.


Mistake # 5: Not accounting for tone of the message Since there is no face-to-face or verbal

contact, the recipient of your e-mail has no visual or vocal cues to gauge your reaction or your intention.

Choose your words carefully so that you are not misinterpreted.

Avoid sending jokes or sarcastic remarks because these might be taken the wrong way.


Mistake # 6: Forgetting to check spelling & grammar Spell-checking functions will only catch

misspelled words but not misused ones, so always proofread!

All communication, whether verbal or written, is a representation of you. If your e-mail is full of flaws, people will question the caliber of the other work that you do.


Mistake # 7: Writing too lengthy messages

E-mail is meant to be brief and concise. Use only a few paragraphs and a few

sentences per paragraph because the reader usually just skims through the message.

If you find yourself writing an overly long message, pick up the phone or call a meeting.


Mistake # 8: Forwarding e-mail without permission If the message was sent only to you, why

should you take the responsibility of passing it on?

Too often, confidential information has been leaked because of thoughtless forwarding of messages.

Unless you are asked to forward it or you have asked permission to do so, refrain from forwarding anything that was sent to you alone.


Mistake # 9: Thinking no one else will read your e-mail Once your e-mail has left your mailbox, you

don’t know who’s going to read it or where else it will end up.

Don’t send anything that can be used against you or embarrass you.

Use other means to communicate personal or sensitive information.


Mistake # 10: Leaving out your signature

Always close with your name and your position, even if it already appears at the top of the e-mail.

Also add contact information such as your phone, unit/branch, fax, address because the recipient may want to contact you or send you documents that cannot be e-mailed.

Avoid adding cute or inspirational messages to your business signature block.


Mistake # 11: Expecting an instant response

You don’t know when the recipient of your e-mail reads his messages so don’t post “action or else” messages.

If you need feedback right away, pick up the phone.


Mistake # 12: Completing the “To” line first

This should be the last item that you fill up. If you enter the recipient’s name first, a mere slip of your finger could send the message out before it’s time.

If you leave the “To” line blank, and inadvertently press “Send”, it will not go out of your mailbox.

Check the body of the message carefully first for correct grammar, punctuation, spelling and clarity.

Check for any attachments that you need to include.


Top 12-e-mail-mistakes[1]

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