Emails have become our daily part of communication. A person with a smartphone would receive at least 10-15 emails in a day on his/her email id that including newsletters, marketing emails, standalone emails, and so on apart from essential emails. And in our professional life, it is highly important to document every communication that includes both receiving and sending which requires a major chunk of our productivity time in dealing with such flooded emails, but incautiously often we are gravitated to make email mistakes either consciously or subconsciously.
Common Email Mistakes:
-
Use greetings and closings:
Greetings and closings are part of the email template. No matter how much ever you are familiar with the recipient it is advisable to use greetings and closings.
Consider these options as a slightly more formal version of “Hello” and “Hi.” They’re appropriate for formal written or printed letters and emails to people you don’t know (or only know on a casual basis). For example, consider using them when sending a newsletter to another department.
-
CC/BCC:
In email sending, CC is the abbreviation for “carbon copy.” Back in the days before the internet and email, in order to create a copy of the letter you were writing, you had to place carbon paper between the one you were writing on and the paper that was going to be your copy.
BCC stands for “blind carbon copy.” Just like CC, BCC is a way of sending copies of an email to other people.
If you tend to forget to mark CC/BCC, before writing an email give some time to think about who should be marked accordingly, and when you are certain about the recipients’ list start writing the email by marking them as copies.
-
Reply-One? Reply-All!:
You may receive an email that is marked with a group of recipients, but it doesn’t mean that every time the reply has to go to everyone. Sometimes the information is bound to restrict as per their jobs & responsibilities so based on the information edit the recipients’ list.
-
Wrong email address:
Due to the suggestions list, sometimes you may select the wrong person because of the same name or you may enter the wrong email id, so make sure you entered the correct email address to not expect a reply from the wrong recipient affecting your time frame.
-
Subject:
Writing an inappropriate subject is one of the common email mistakes. Many companies use email management software as in mailtrim to reduce the complexity in their work, which will sort the emails based on the subject. Hence, to get a prompt reply, you must write an appropriate subject.
-
Formal:
Don’t be informal or too formal in your email. Especially avoid using made-up names, and be professional in maintaining correlation.
-
Punctuations:
Using appropriate punctuations wherever it is needed is as important as writing your message, otherwise, the whole content would misinterpret your message and may appear gibberish.
-
Repeated information:
Don’t write the same information in different paragraphs, which certainly disengages your recipient from reading it. Construct your information to give a chronological appeal to the email.
-
Huge content:
You may find it necessary to describe the message in lengthy paragraphs but the recipients may not share the same opinion. Use bullets, and highlight the worthy sentences and words, which may interest them to read the whole content, or at least they wouldn’t miss reading the important points, yet it is highly advisable to be concise and precise with your words to engage with your content.
-
Attachments:
In a few instances, we may tend to forget to attach the files or we may send the wrong attachments, and unless the recipient informs us about it we may not realize it, eventually, you will check on the attachment, and inevitably you have to do one more email with an apology and correct attachment, which would consume your productive time in. Before sending an email make sure that you are attaching the correct file as sometimes you would have some confidential files which you don’t want to share with the wrong recipients. So to avoid such email mistakes save your files with accurate names.
-
Abrupt reply:
When the sender expects a reply from you, don’t just send it in a few words, as in a text message in chatting apps.
-
Check before you send it!:
Don’t be urged to send the email as soon as you have written it. How to write an email without grammar mistakes?
Remember such errors will lead to miscommunication that would affect our image. Companies would judge on our communication skills based on our emails, especially when you are applying via emails for interviews.
- Proofreading is one of the key solutions to avoid grammar mistakes not only in emails but also it will help in your writings
- It’s nothing wrong with going back to grammar basics. Read them whenever you have time.
- Read blogs, newspapers, and novels that will help you with grammar
- If it is an important email better ask your seniors to evaluate it unless it’s confidential, another advantage is they may suggest you include certain points which are missing in it
Apologizing for email mistakes?
- As soon as you realize that you have sent an email with mistakes, don’t be late in addressing it
- Taking the blame for something is not easy. It‘s human nature to want to defend yourself when you make a mistake. However, as the saying goes: “Fault confessed is half redressed.” This stays true in the corporate world as well.
- When we inevitably make a mistake, especially in a business environment, it’s important to own it and apologize. This act will help you build relationships and nurture trust with customers, which works to improve customer satisfaction and minimize churn.
- A simple “I‘m sorry”, however, might not be enough. That‘s why we compiled this list of essential elements that will make your apology emails to clients more effectively.
- Write an email requesting the recipient to ignore the last mail with an apology
- For late replies, try to give an adequate and satisfactory explanation
- Sometimes a mishap, outage, or defective product can affect a large section of your customer base. It could be technical issues, a software bug, or a human error that has inconvenienced a lot of your clients.It might prove difficult to mitigate this situation going case by case, without the use of digital marketing tools like automation and segmentation, so a mass apology email might be your best solution here. If you catch it early and say sorry, the situation might not escalate into a negative sentiment towards your company.
Own the mistake:
- This might be the hardest part of a good apology email. Owning your mistakes and admitting you were wrong might hurt your ego more than a bit.
- Remember, you have a chance to redeem yourself here. Taking responsibility for your error, big or small, will help you come out in a much better light in your recipient‘s eyes.
Conclusion:
For our very own progress, it is best to think of writing as a task without any email mistakes. When it’s professional emails, it is better to adopt some practices as aforementioned in the above content, rather than surrendering yourself to common email mistakes.
please visit our website:https://www.mailtrim.com/
