While knowing how to write a compelling email is essential, it's equally important to know what not to do. There are some common mistakes that people make when writing emails that can make them ineffective or even counterproductive. In this blog post, we'll cover some of the common pitfalls of email writing and how to avoid them.
1. Being too informal
While it's important to use a friendly tone in your emails, being too informal can be off-putting and unprofessional. Avoid using slang, emojis, or overly casual language that might be misinterpreted by the recipient. Your email should convey a sense of professionalism and respect for the recipient.
Eg:
Using overly casual language like "Hey dude" or "What's up?"
Including emojis or emoticons in your email
Using slang or colloquialisms that may not be familiar to the recipient
2. Using generic subject lines
Your subject line is the first thing that the recipient sees, so it's important to make it count. Avoid using generic subject lines like "Hi" or "Just checking in." Instead, use a subject line that accurately reflects the content of your message and grabs the recipient's attention.
Eg:
Using a subject line like "Meeting" without providing any context or details
Using a subject line like "Important" without explaining what the email is about
Using a subject line that is too long and convoluted, making it difficult to understand the purpose of the email
3. Rambling on
People are busy, and they don't have time to read long, rambling emails. Make sure that you get to the point quickly and keep your message brief and to the point. Use short paragraphs and bullet points to make your message easy to read and understand.
Eg:
Writing a long and detailed email without any clear structure or organization
Including unnecessary information that is not relevant to the recipient
Failing to get to the point quickly and effectively
4. Being too aggressive
While it's important to be clear about what you want from the recipient, being too aggressive can be off-putting. Avoid using demands or threats in your email, as this can make you seem pushy or unprofessional. Instead, use a friendly and courteous tone and provide clear and specific requests.
Eg:
Using demanding language like "I need this done now" or "You must do this"
Threatening the recipient with negative consequences if they do not comply with your request
Failing to use a courteous and professional tone when making your request
5. Using too much jargon
Jargon is a language specific to a particular industry or profession. While it can be useful in certain contexts, using too much jargon in your email can be confusing for the recipient. Avoid using technical terms that the recipient may not understand and use plain language instead.
Eg:
Using technical terms that may not be familiar to the recipient
Using abbreviations or acronyms that the recipient may not understand
Failing to provide an explanation or definition of the jargon used in the email
6. Neglecting proofreading and editing
Spelling and grammar errors can make your email appear unprofessional and careless. Make sure that you proofread and edit your email carefully before sending it. Use online tools like Grammarly or Hemingway to help you catch errors and improve your writing.
Eg:
Sending an email with spelling or grammatical errors
Using incorrect or inappropriate language in your email
Failing to format your email in a way that is easy to read and understand
7. Not providing context
Your email should provide enough context to help the recipient understand your message. Avoid assuming that the recipient has the same knowledge or background as you. Provide enough information to help the recipient understand the purpose of your email and what you want from them.
Eg:
Failing to explain the purpose of the email or what you want from the recipient
Assuming that the recipient has the same knowledge or background as you
Failing to provide any background information or context that may be helpful to the recipient.
8. Not following up
If you don't receive a response to your email, don't be afraid to follow up. Sometimes, emails get lost in the shuffle or overlooked. A polite follow-up email can remind recipients of your message and prompt them to respond. Keep your follow-up email brief and to the point, and avoid sounding pushy or aggressive.
Eg:
Failing to follow up after a reasonable amount of time has passed without receiving a response
Using an aggressive or confrontational tone in your follow-up email
Failing to provide any new information or context in your follow-up email may prompt the recipient to respond
writing a compelling email requires attention to detail and focusing on the recipient's needs and interests. By avoiding these common pitfalls, you can craft emails that grab attention, convey your message effectively, and get results. Remember to keep it concise, professional, and courteous, and always proofread and edit your email carefully before sending it. Happy emailing!
