Emails are a major part of communication in our life. In the present world, on average 200 billion emails are transmitted daily. For the sake of information technology, if we all use e-mail more or less, very few of us know its proper use.
We all Facebook Messenger or Whatsapp which are a very informal medium of text or mobile text communication. Again, we also know that the applications written on paper are very formal. So in which part E-mail exist? Formal or informal? Whatever the hesitation is, it should not affect our email writing. So let’s have a look at our mistakes:
1. Hazy subject:
Most of us simply leave the e-mail’s subject empty. Those who write also write in such a way that the contents of the email remain unclear to the recipient.
First, the unnecessary parts should be omitted. Then, as much as possible in one line, the recipient must give an idea about the contents of the e-mail. Remember, your recipient is busy. He does not have time to read your entire mail and email is the first impression of yours to the recipient.
2. Not introducing yourself
As I said, your recipient is busy. He may not have kept you in mind, and he may not even have remembered that you will mail to him. For this reason, introduce yourself to the introduction of email. Let him/her know who you are. Then write how you know the recipient. Then write briefly about what you gonna write in the email, then start writing others. If not, the recipient will be annoyed at the beginning.
3. Misuse of “Urgent option”
If you send the normal email as an urgent email, you will only be the reason for the annoyance of the recipient. You should not send urgent emails unless it’s about the elimination of deadlines, short notices, or urgent reminders. If you send all the emails as urgent, your original urgent mail will not get the value to the recipient as he will think you are sending as usually normal emails as urgent.
4. Incorrect use of CC and BCC
When we email many people together, use one of these two options. CC means Carbon Copy, the recipient will be able to see any other recipient and the BCC that is Blind Carbon Copy which means the opposite. So if you use it incorrectly, your other company can get email addresses of your stuff and it may create problems for you.
5. Asking for personal information
Just think, if someone asks you something personal in email and you are working in the office, or you are in a meeting with clients, what will you do?
So avoid doing things you can’t do or even you will feel embarrassed doing that.
6. Sending large file as the attachment
Once I was writing an email to my bank’s official app developer, and I added around 7/8 images in it. Guess what! The email was not received by them and I got a reply that the email couldn’t be received by them as it contains a large file. And the system does not take this type of emails.
Also, think you are using a smartphone while reading emails and someone sends you a large file with the email. What will happen? It will take a large space in your phone, also you may not have that much mobile data to view or download it.
7. Adding long suspicious URL
Think you are sending an email, and you wrote around 400 words in it. Okay fine, then you added an important URL in it related to the email. And the URL contains around 400 letters. How does your email look? Can you imagine? Even the link may look suspicious to the recipient, or Gmail may filter it a spam message.
So what you can do it, you can use a URL Shortener for shortening a long URL. Using T2M URL shortener you can make your email’s URL attachment very cool.
8. Grammatical mistakes
Sometimes we do not look at the grammatical mistakes while writing emails as we think email is informal. But remember, every sentence you write represents you. If the recipient sees the grammatical mistake in the email, the recipient will have a bad idea about you.
9. Sending emails with trails
When you reply to an email or forward the mail to another, you will see that it is written there that who and when the email was sent. So that the mail does not look quite good. So before forwarding or replaying the email previous trail must be removed.
10. Unnecessary writings and unnecessary words
E-mail must be specific and concise. Your recipient is busy. Do not embarrass by showing too much courtesy. Also if you think that email is very personal, what you say to the recipient will be only to the recipient, then you are wrong. Emails can spread quickly. So before making of any kind of inappropriate talk, think again.
11. Sending an angry email
We often badly mail someone to anger. And never get benefits from this. So when you are angry, keep the email to the draft instead of sending, then write and send it when it is really worth sending.
12. Not applying words according to the relation
Remember, sending email to a friend and sending to an official person are different. So use proper words. And never use shortcuts of useless emojis etc.
13. Awkward timing
This one can be described in two points.
Firstly, we know that no matter when the mail is sent, the recipient will not get it until the device is connected to the net. For this, the mail can not be sent at 2 pm or at 5 am. In this, you will be known as unprofessional in front of the recipient. The best time to send email is the time when you think or you know your recipient will be online, like office time.
Secondly, if there is a deadline to send an email, then email should be sent at that time so that the recipient gets enough time to meet deadlines. Emailing in the eleventh hour is very unprofessional.
14. Using “Reply to all” unnecessarily
Think you liked a post about Pinterest marketing from T2M URL Shortener Blog, and you have sent it in an email to some people together. And someone from them liked that and wants to thank you. So he should use “Reply” option. But if he uses “Reply to all” then all the people will receive the thank you message he will have been sent you. So it is unwise to use “Reply to all” without proper reason.
15. Email without signature below
There is an option to give a signature below the email. Without this, the whole email can be seen quite a bit unscrupulous, and it is very unprofessional. Therefore, the email must have a signature containing one’s name, designation and organization name.
16. Starting email with “To whom it may concern”
When mailing to an organization, know for whom the mail will go and specify. Otherwise “To whom it may concern” mail will be like a blank shot.
17. Sending link without a description
As mentioned above, one can use T2M URL Shortener for shortening a link and use a short description with the link, so that the recipient feel safe while clicking on it.
18. Asking the same things again
If you have already known something about someone and asking the same things again in email, your email will lose its importance.
19. Negative emailing
If you want to fire a worker, or to remove someone from any place or stop any of your services, you should say directly rather than email. Its because your email might not be seen by the recipient and next time there will arise lots of issues.
20. Not adding a courtesy conclusion
After writing lots of urgent need to email, the courtesy should be written down at the end. Otherwise, the recipient may suffer from inferiority and may even have a bad idea.
US employers spend an average of 6 hours daily on emails. The form of this widely used communication medium and an email can determine the relationship between your recipient and you. So keep making the mistakes written above.