1. Vague or outdated subject lines
‘Hello’ or ‘Query’ are not good subject lines. If you expect your reader to open an email, give them an idea of what it will be about. Don’t let your reader guess by using vague subject lines. Similarly, don’t use old subject lines. If your lunch date with a coworker has passed, don’t keep using the same thread. Create a new email thread or just change the subject line to something more relevant to both of you.
2. Abbreviations or initials
Not only are they unprofessional, abbreviations and acronyms can cause confusion or misunderstanding. Not everyone thinks that FYA stands for ‘for your share’! Take the time to consider your reader and spell the words instead.
3. Write in a long paragraph
Nothing is more discouraging than opening an email and seeing that it contains only one very long paragraph. It is difficult to read and makes it difficult for the reader to concentrate and choose the key points.
Make your message easy to read by leaving a blank line between paragraphs, and start a new paragraph every three or four lines.
4. Sending wave messages
Before you even start writing, it helps if you plan your message first: consider the flow from opening to details, action, and then closing. Go back over it when you’re done, and ask yourself these four quick questions:
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Have you included all the essential information?
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Can layoffs be eliminated?
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Does the information flow smoothly?
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Is the action clearly stated?
5. Sending messages that are just plain sloppy
If there are no clear objectives in your email, a few misspelled words, long sentences, and if you never bothered to double check before hitting send, you can bet your email could end up in the trash.
I hope you decide to work to make sure that you and your company make a great impression in email. Structure your messages logically with an introduction or some backstory (Thanks for your call, etc.), add the details, tell the reader what action you want, and end with an appropriate closing.
The bottom line in all email communication is this: what you write and how you write it will affect what people think of you and your organization, so it’s important to help yourself and respect your reader by using email. properly.