Communication is vital for business to be carried out smoothly and emails can sometimes be a dominant form of communication in this regard. Therefore, it’s important to know how to go about using it correctly and professionally.
There are still many traps that people fall into when it comes to writing emails and considering what words and phrases you use can be the deciding factor when it comes to whether you accomplish what you set out to do. So, without further ado, here are some things to avoid when writing professional emails.
Incorrect spelling of names
People value their names, and it can be an instant turn-off to receive an email with their names misspelt. It shows that you couldn’t be bothered to even check for any mistakes. Even if this wasn’t intentional, it’s important to think about how the recipient may feel.
Checking your emails constantly
For starters, this can be a time sink. There are, without a doubt, more productive tasks you could be accomplishing. Furthermore, it can lead to you feeling the need to reply instantly to an email or rush your response thus increasing the risk of you making mistakes.
Giving too much information
Lengthy emails are sure to lose the interest of the recipient(s) and they should be shortened down where possible. Focus on the main points that you want to make and if you really need to give extra details then try using a bullet-point format.
Also, try not to get too personal with what you say. For example, it might be ok to let colleagues or employers aware that you have a family emergency to deal with but avoid going into too much detail.
Not writing proper subject lines
Subject lines should grab the attention of whomever you’re sending the email to. However, you should avoid embellishing when typing in. You should also bear in mind that a good subject line must be accurate, short, and professional.
Use abbreviations and emojis
Not everyone is going to be familiar with every abbreviation there is. It’s far safer to just type it out fully and use correct grammar while doing so.
Emojis have also become something of a language themselves and not everyone uses them. Considering how versatile some can be too, you’re better off not using them to avoid any miscommunications.
Humour is extremely subjective. What you find hilarious, others may find boring or even offensive. When it’s used in what is supposed to be a professional email, it can sometimes come across as forced and as though you are trying too hard. .
Incorrect structure, tone, spelling, grammar, and punctuation
Arguably, the most important thing to avoid is the incorrect use of language. You don’t have to be a professional when it comes to writing but with the number of resources you have available to you thanks to the internet, there is no excuse for poor language skills when typing a professional email.
Sites and apps like Grammarly can be fantastic tools and you should make use of them as often as you can.
Industry jargon or overly technical speech
If the recipient(s) of your email must look up words or phrases that you’ve said because they are unfamiliar with them then they’re more likely to be put off and feel disconnected from the email as a whole.
While you should speak professionally and show that you have a deep understanding of your product or service or whatever your subject matter is, you should nonetheless try to be more concise and use more accessible language.
Stay on brand but keep your audience in mind when deciding what language is appropriate.
It’s important to write emails to the best of your abilities and hopefully, after reading this, your abilities have improved, and you have a greater understanding of how to write professional emails.
Website: Excelify Solutions (https://www.excelifysolutions.com/)