Writing E-mails — 10 Common Mistakes

About 40 billion emails are sent daily, which are now the main form of written communication. As politeness, personal culture and good education continue to be desirable not only in direct contacts, but also in correspondence that is dominated by e-mail today — it is important to know the rules that govern it.

ERROR 1: COMPROMISE OR NON-EMAIL ADDRESS

First, if we want to be seen as serious and professional, we should make sure our e-mail address is the same. It’s safer to call him by his first name.

ERROR 2: INCOMPLETE ADDRESS OF THE RECEIVER

Interfaces of most email services today help their users so. Autocompletion of typed e-mail addresses into the “To:” field. Inattentiveness while filling this field may end up sending an email to the wrong addressee. Such a situation can lead to failure to communicate or, worse yet, to hand it over to unauthorized hands.

ERROR 3: NO MESSAGE

An important element of the electronic message is also its subject, which is still disregarded by many broadcasters. Often in a hurry we skip this box or write in a few random letters on the keyboard. The topic of the message is extremely important for two reasons. First of all, when we send an email to a person we do not know, there is a possibility that the topic will not be ignored or removed. However, a bigger problem arises when we do not type subject matter when we correspond with someone often. When searching for a valid email from the past, dozens of “No Topic” messages appear in the search results.

ERROR 4: ERROR PRESENTATION

The tradition of writing e-mails is relatively short and therefore, in Polish, it does not have well-developed stylistic and formal patterns. The electronic message refers to two types of communication: a traditional letter and a direct call.

ERROR 5: MISCELLANEOUS ADDRESS OF EMAIL MESSAGE

The standard e-mail interface provides three fields where you can enter recipient addresses “To”, “Dw” and “Udw”. Below is a description of the use of each of them.

  1. “To” — the main addressee of the message when two people are involved in the communication process. The only case where the recipient’s e-mail address is not shown in the “To” field is described in subsection 3.
    2. “CC” — means “carbon copy” — this field should appear in the email address of the person (person) who is not the addressee of the message, but should also read it. Use of the “Dw” field is appropriate when your supervisor or associate involved in the matter is aware of the matter. If the sender uses the DW field, when replying to the mail, it is necessary to use the Reply to all button, which will ensure that our answer reaches all interested parties and will save us the need to copy and paste their email addresses.
    3. “BCC” means “blind carbon copy” — this field should appear in the email address of the person (s) to read the message, but the recipient should not know About their participation in correspondence. Knowledge of the rules of the use of this field is extremely important, but unfortunately not widespread. While it is hard to believe, there are times when a company employee sending an e-mail address to all recipients (different companies) in the “To” field, for example, instead of the “Udw” field, where the addresses would be Invisible to the recipients. This is an unforgivable mistake because it reveals the contractors involved, and often also the list of subcontractors.
    Keep in mind that if you use this option multiple times a day, typing a large number of recipients (eg 50) can turn on an anti-spam filter and block the ability to send messages for up to 2 months.

ERROR 6: NOT SUMMARY TEXT

When writing emails, the most elegant rule of the world is “less is more”. Make sure you do not overwrite the formatting in your email. You need to remember the correct font size. Business correspondence does not allow the use of colored backgrounds and graphics. Another mistake is capitalization (with “Caps Lock” enabled), eg WHAT DO YOU LOVE? Internet letters are understood as a sign of shouting and aggression. Many people thus unintentionally point to the most important elements of the message. Although in most cases it is unelegant, if we really want to emphasize the relevance of any part of the text sent, it is better to emphasize it or to bold it. This type of treatment, however, should only appear in correspondence between supervisors and subordinates or when sending a valid schedule or instruction to a larger group of people.

ERROR 7: WHAT WITH EMOTIKONES?

What about the popular smileys? Some love it, others are irritating. Interestingly, emoticons are useful. They often prevent misinterpretation of what we want to convey in our message (eg when we want to joke). They are increasingly appearing in the news and there is nothing wrong with them as long as they are private. Using emoticons in business correspondence is unprofessional and unprofessional, so it’s better to keep them in correspondence with your friends. However, even then it is important to remember to use single emoticons, not all combinations.

ERROR 8: TOO LONG ANSWER TIME

Many people often wonder how long it will take to write down the received emails. In business correspondence, answers given within one working day are most desirable. However, if this is not possible, for example due to vacation or delegation, be sure to set up an autoresponder (message generated as an automatic response every time we receive an email). He will inform the addressees during our absence that the response should not be expected in the immediate future.

Private messages can be answered after a few days — their sender usually has the recipient’s phone number and in urgent cases they can just call.

ERROR 9: SENDING THE ANNEXES

Companies use e-mail boxes located on commercial servers. They usually have limited capacity. Sending messages with very large attachments can easily lead to their filling, which is exceptionally impractical. Document scans, great price lists in PDFs, or extensive graphical elements that unnecessarily turn a simple email into a giant of several megabytes, are often a source of frustration for consumers.

In addition, when we send a message with an attachment, it is worth mentioning it in the body of the e-mail so that the recipient does not miss the attached file. An empty message with an attachment is not only very difficult to find after some time from sending, but also shows the lack of organization and professionalism of the sender.

ERROR 10: UNLIMITED END OF MESSAGE

Ending a message, just as starting it, for many people is quite problematic. So how to politely and politely terminate the email? Business correspondence again demands seriousness and elegance from us. The most cultured end of the message will be Return With Respect or With Respect, which shows the respect we give to the addressee. If the correspondence is a bit less formal, you can end the letter with a polite form of greetings / greetings. In private correspondence we can afford more tolerance and exuberance of farewells. In both cases it is important to sign the message — in your business correspondence with your name (or initials, if we often correspond with the person), in a private name only.