Every company has its intranet, and this is primarily used for email messages. Emailing is the most efficient form of communication among employees and management of a company. With most inboxes being full, avoid making life harder for other colleagues with these common writing errors.
Wordiness is one of the most critical aspects of sending emails. An email with bad punctuation or grammar as well as misspelled names are extraordinarily unprofessional and can potentially damage one’s career. This is why you should learn to get to grips with writing professional emails. Before taking things too far it is important to introduce the team to Grammarly. This app can greatly reduce the number of silly mistakes that occur while writing emails or even quick replies to messages on any communication platform.
Sometimes people get too carried away. A lot of emails that are sent consist of unprofessionalism. With lousy grammar, bad-mouthing others, no greeting included, or too many images used on the signature. Emails like this can lower one’s reputation in a company amongst colleagues and management.
#2) Failing to Proofread
Imagine sending an email with the failure of proofreading. Then your boss sees it. This is something to always consider before sending emails. Most emails are shared in companies with other colleagues. If your boss sees an email that is not written correctly, they will most likely have a lower opinion of you. And you don’t want that!
Incorrect spelling and punctuation do occur (especially when we are in a hurry.) When we work, regards of if we are an employee, middle or senior management or director, there is always a lot of tasks to get done. Some people don’t write capital letters, even. Some use conversation-like sentences. These common mistakes are enough to make anyone look unprofessional (or like Carol from Little Britain USA!)
#3) Misspelt Names
This is not the right approach to making contact with other colleagues. Misspelling names can be insulting to the contactee. This can certainly be damaging to a career especially when writing to a company director or senior management. Imagine this email to the director of your workplace: “Dear Mr Jhon Smith,” rather than “Dear Mr John Smith,:. This will lower his or her opinion of an employee. They will not only take, but the question occurs: “Can my employee spell?” meaning you may be out of the job.
#4) Misspelled Words
Misspelling words is a dangerous act in any company. This can cost a job (depending on the career choice). This common mistake happens to all of us, so you’re not alone. This problem can be, again, most damaging when writing to a manager or director. When a teaching or writing position is at stake (or something similar), the email reply will be something like “Please come to my office for a little chat” or something along those lines which may result in one being FIRED. Misspelling words to non-management is also a bad idea. They can report this to management if they want, or tell other colleagues that you can’t spell!
Imagine receiving an email like this:
|Addressed To: John Smith|
CC: Sarah Clark, All Staff
|“Dear Mr. John Smith,
We are vey glad too be part of this project. Please cold you send the infomation regarding black and wite photography.
When misspelling words, the email won’t many any sense. “Please cold you” is a phrase that does not make any sense. Always proofread emails. It is a big mistake not to. Not only does writing errors result in the email making no reason, but it is hard for others to read and understand the email. The cause of action is to use Grammarly or similar websites to craft more well-written emails to avoid this mistake while saving time. Always check before sending.
#5) Empty Phrases
Using irrelevant phrases that do not grammatically fit in the email’s context, or are inappropriate to the subject. Not only is this mistake unprofessional, but annoying. Most workers spend 6.5 hours per day, on average, sending and reading emails. This is just one of the dangerous opportunities to give an incorrect impression. This is something to be avoided at all times. An example of this would be:
Imagine receiving this inappropriate email in an office:
|Addressed To: Jack Pardon|
CC: Sarah Clark, John Smith, All Staff
Please review this task which is attached to the email. I’m gonna get drunk tonight.
#6) Sentence Ends Without Punctuation
Is life different without punctuation or quotation marks? The answer is ‘Yes!’. There is a big difference between: “Our cat’s name is, Jake” & “Our cat’s name is Jake.” An email without the correct punctuation is terrible. It is always vital to use punctuation in all styles of writing, not just in emails. Without punctuation, the sentence will have a different meaning entirely.
For example: “Let’s eat, Jacky!” & “Let’s eat Jacky!”. These two sentences have two different meanings, one of them implies cannibalism. So, be careful when writing! Someone could misinterpret an email message. And the police could be knocking on the door!
Police: (Knock Knock)
Brian: (Opens Door)
Police: We suspect cannibalism in this house.
Brian: Why? I’m not a cannibal.
Police: We received a complaint regarding an email which was sent by this IP address. It reads: “Lets eat Jacky.”
Police: (Shows the arrest warrant)
Police: Kindly accompany us to the station. Or we will use this arrest warrant!
#7) Sending Emails at Odd Hours
This is one of the biggest annoyances of working in an office. No one likes to be woken up by an email notification at 3 AM. Doing so, regularly, makes the sender quiet unpopular amongst colleagues. Make it a rule to avoid sending emails after 8 pm and before 8 am. This allows for all emails to be posted at reasonable times. Thus this annoyance is abolished. Not only does this rule benefit others, but it also provides time to think about the email. E.g., Is it worth sending? “Did I proofread it efficiently?”
#8) Beating Around The Bush
It isn’t a good idea to send an email that will start a chain of already predicted responses. Sometimes this can lead to 40-60 minute unproductive conversations, wasting time that could be used instead for completing tasks or more efficient communications. Always be concise with emailing others.
This also means to avoid communicating about a particular topic that could be threatening to a career, or discussing something unpleasant. In other words, it is stealing an email conversation. Don’t do this, keep to the point. Otherwise, time will be wasted for both parties. No one wants to be labeled as a time waster in the workplace.
#9) Subject Matters
When writing messages to work colleagues, it is always vital to include the subject. Without question provided, the email subject will be “RE:….” and nothing more. Emails like this are often ignored because they seem less important in the eyes of the receiver.
Including the subject is:
- Attention Grabbing
- Specifies what the email is about
#10) The Premature Send-Off
Sending an email without proofreading or correcting it is a standard error most people make. Or maybe the email was written out of anger and badmouths other colleagues (which is planned to be deleted). But, many accidentally said the email message or send it without thinking first or checking it. This can be damaging, and it is best to avoid making this mistake at all times. It is better to send an email that beats around the bush than this, and that is saying a lot.
#11) Missing Out Attachments
Missing out attachments in emails looks unorganized which equals unprofessionalism. This can listen very bad, especially to employers. We are all guilty of missing out accessories. These email messages are usually followed by “Sorry, I forgot the attachment.” It is always a good idea to make sure they include all necessary attachments to avoid this issue. Avoid having to send that message out apologizing for the lack of organization.
#12) Sending to the Wrong Recipient
This is something that can confuse the receiver. Imagine receiving an email from the accounting department regarding the yearly budget being a technician in the same organization. This confusion is caused by the fact that the accountant had sent the email to the wrong person. This is a common occurrence in offices and companies. Being a manager, the company’s confidential information could be sent to the wrong person; then a leakage has formed.
The way to avoid making this mistake is to keep a note or a contact list of everyone’s email addresses. Then once typed an email, double check precisely who you are addressing the email to. As well as copying in recipients too. This is highly important to avoid any miscommunications or confusions at work and not to waste any time.
#13) Anonymous Emails
This is an issue that involves email addresses. In an office environment, professional-looking email addresses are required. Don’t use an email address that was used in high school. For example “email@example.com” is a bad email address to use. As “Name@gmail.com is much more professional. Not only that, but using an email address without a name, confuses people. Imagine receiving an email from a colleague with such email ID. The questions come to mind: “Who is that?
#14) Forgetting to Greet the Recipients
Most workers receive an average of 50 emails per day, as managers receive around 200 emails per day. Email is the modern day letter. In letters, we all add the greetings to the start, so the same rule applies to emails. Forgetting “Dear (Name)” can be considered rude. Make it a practice always to remember to greet the receiver first, before typing anything else. Not only is this an essential aspect of writing emails, but it is good to be friendly to those reading their 50-200+ emails.