Common mistakes to avoid while writing an email.

What is Email?

Importance of email writing skills –

Email is a written mode of communication and is highly used in companies or by professionals. The best part of it is that we can keep it safe for future reference or as evidence. But, one of the major flaws of any written mode of communication is that sometimes, it becomes quite difficult to express our emotions or intent behind the message we send; therefore, there is a high possibility that our message might be misunderstood which might lead to a worse situation. 

In order to keep your information clear, understandable, and concise, we need good email writing skills that help us to –

• Communicate to the point
• Enhance readability
• Maintain professional image
• Save our time & increase productivity

Common mistakes to avoid while drafting an email –

These are some of the common mistakes that everyone does and must be avoided while writing a professional email –

1. Inappropriate Subject Line –

A subject line is a one-line statement that is seen first by your recipients in their mail inbox. An appropriate subject line is a must. A suitable subject line helps retrieve your email among many other emails easily and also increases the possibility of an email being read. 

While writing a good subject line, ensure that it expresses the purpose of drafting an email so that recipients can decide how important this email is for them. Some of the tips that can be used while writing a subject line –

Mentioning - 

• Purpose of Email 
•  Timeline
•  Prefix (Urgent or FYI etc.)

2. Being too Formal or Informal –

While writing an email, we either become too formal or too informal. There need to be a proper balance between both of them. 

Bad way – 

Dear Mohit, Hope you are doing well. How was your official tour? You must have enjoyed a lot. By the way, please send me the last day’s purchase details. 

Good way – 

Hello Mohit, Hope you are doing great! I need purchase details for the previous day on urgent basis. Please send it by the end of the day today.

3. Writing emotional information –

Email are good for facts and figures but not for conveying emotional messages. We should avoid communicating any bad news or emotional messages in email. Such information should take place face to face or over the phone.

4. Using Emojis & Abbreviations –

Using emojis & lots of abbreviations in your email are something that make you unprofessional especially when you are writing an email to your prospective client. 

Emojis can be used in those email that is to be sent to the recipient whom you have good relationship; but, it should be the simple smiley face or likewise.

5. Replying all –

This feature might be frustrating if used unnecessarily. Avoid hitting reply all unless every recipient needs to know the information. This will only increase the inbox clutter and waste of time for the recipient who doesn't need to read the message.

6. Not Proofreading –

There are several mistakes that are too subtle to be noticed easily. It is so common that we, many times, provide –

• Incorrect information
• Incomplete information
• Commit spelling or grammar mistakes

while writing an email which, sometimes put us in embarrassing moment. We should always make a habit of proofreading the whole information once an email is completely drafted, and then to be sent finally.

7. Too lengthy to read –

One of the biggest mistakes that we do while writing an email is writing too lengthy emails. Everyone has his next task already in queue so it is bit difficult to have sufficient time to read such emails. It is good practice to divide your message into at least two paragraphs. 

Write important information in bullet points. If you need to answer the questions in your previous email; then, first copy and paste the question in your reply email, and then write your answer just below the relating question.

8. Not mentioning the purpose of writing an email –

The first line of your first paragraph should always start with the purpose of writing email. You can see the first line in below sample in red color - 

Sample – 

Hello Mohit, 

Hope this email finds you well! 

I am writing this email in response to your previous mail received on 23^rd of May, 2021. Here, I am providing you the details as you asked for – 

 1. Applicant Name – Deepak Singh 

 2. Request Number – PS55478LKY 

 3. PAN Number – CDPPS25478R 

Feel free to contact me if you need further details. 

Thank You!