Email is one of the most common forms of communication within organizations, and messages sent through it are part of the daily operations of most employees.
However, we find that there are many mistakes that are made when composing an email, and because simple errors can completely change the meaning of the message, you should avoid it.
Here are 8 mistakes to avoid when using email at work:
1- Linguistic and grammatical errors:
One of the most common e-mail errors that relate to incorrect grammar and wrong spelling rules, which is why linguistic and grammar checking even for short messages is so important.
An incorrect word can alter the purpose of a message, and a misspelled word can give the impression that the writer is neglected, thus making a big difference in judging the author and the content.
2- A mistake in writing the recipient’s name:
Another big e-mail error is typing the recipient’s name wrongly, as this is an amazingly fast way to delete your message or deliver the impression to the recipient that you are not interested. So, you should stop a little and double check the recipient’s name.
3- Incorrect use of the Reply to All feature:
One of the most annoying mistakes is when someone uses the (reply to all) function.Reply All in responding to many people at the same time, especially when the response is just notifying the recipient that you have received the initial message, and this error can also cause problems if the response is intended for only one person.
4- The title of a mysterious topic:
The subject of the message is the first factor in whether or not the recipient opens the message, so the sender must pay careful attention to what he writes, as it should always be relevant to the subject of the message, and not be obscure.
5- Send all emails as urgent:
Another common mistake is to send each email and write it as an urgent, As this could cause the recipient to not care about these messages afterwards, which can be harmful if there is already an urgent message.
6- Writing the letter in a complex style:
The email messages you send should be easy to read and do not contain phrases or paragraphs that are difficult for the recipient to understand, as most people do not have time to try to understand complex phrases in an email message.
7- Strange lines and unnecessary effects:
Your use of bizarre font will not help attract attention, when people receive an email their first attention will be to the content, not the way it looks, and therefore regardless of how wonderful or important your message is there is no need to include a bizarre or italic font or to highlight and change colors in your fonts in a message one.
8- An unnecessary automatic signature:
An automatic signature in your emails indicating your name and address and how to contact you is useful, and therefore you do not need to include other details such as: your favorite quotes, certificates and awards, your fax number, or anything else that is not useful.