People have been using e-mail for quite some time now, but thanks to smartphones and tablets, e-mail use is changing. Formal e-mails aren’t as popular as they used to be, for example. However, it’s still important that you fulfill a certain level of professionalism when using e-mail for work. Here are common e-mail mistakes to avoid.
1. Not using a greeting and a closing.
When you’re caught off-guard by an e-mail and need to respond quickly, it’s easy to leave out a greeting or closing. Common courtesy still applies, though, even if you start the e-mail with a quick, “Hey,” and end it with a simple, “Thanks!”
2. Writing a crummy subject line or leaving it blank.
Your subject line has a major impact on how your message is perceived or if it’s even read in the first place. Certain subject lines can be mistaken for spam if you’re not careful. Quickly outline the main topics of the e-mail and add a note if it’s time-sensitive. If you’re sending out a bulk newsletter, email marketing campaign services will help you craft the perfect subject line.
3. Not outlining the content.
It’s especially important to outline your e-mail’s content if it’s lengthy. By including a first paragraph with an outline of everything you cover in the e-mail, you tell the reader what’s important. This will discourage them from skimming the e-mail or deleting it.
4. Writing for the wrong audience.
In college, would you use slang when e-mailing your professor? Probably not. Always write for your audience. Your e-mail will sound one way when you write to a co-worker and another way when you write to your boss. Keep in mind who will be reading the e-mail and how they will perceive the language.
5. Using e-mail for every conversation.
Sometimes, a face-to-face meeting or a phone call is a better fit for a conversation, especially when what you have to talk about is lengthy, confusing, or personal. If a real conversation will make things go smoother, use a different mode of communication.
Before you copy the e-mail habits of others, refer to the “rules” of e-mail. Many people make these common mistakes, which is even more reason why you should avoid them. In the end, you will impress those who are well-versed in e-mail etiquette.