The top 10 email mistakes to avoid

We spend almost 29 days a year checking our emails, and send on average 33 emails every 24 hours. That gives us many opportunities to make mistakes.

Although it’s tempting to quickly touch type an email and ping it off, it’s important to take the time to double check every email you send, to avoid a dreaded email faux pas.

Here are the top 10 common mistakes you should avoid:

1. Bad grammar or spelling

This one is top of the list for obvious reasons. The odd grammar or spelling mistake is to be expected, but when somebody is consistently using poor grammar or spelling words incorrectly, it can look sloppy and unprofessional. Make sure at the least you proofread your emails once, especially if they are going to your boss!

2. Two words: Reply All

Unless your email applies to everybody in a chain, don’t use reply all each time you hit the send button. One person sending a thank you email to the original sender and everybody else in the office is annoying yet manageable, but imagine 50 other people in the office doing the same thing!

3. Using Emojis or abbreviations

Emojis and abbreviations are generally frowned upon in the business world. It looks too informal and juvenile to write “LOL J” to a potential client or your boss in an email; it’s best to keep a level of formality in your emails to everybody, so you don’t fall into bad habits.

4. Marking all your emails as 'important'

If you make a habit of consistently tagging your emails as important and needing an urgent response, you can find yourself in a ‘boy who cried wolf’ scenario. People will get frustrated and switch off whenever they see your ‘important’ emails, potentially ignoring emails that really do need an urgent response.

5. Misdirected emails

This is very important when sending emails, especially if you are divulging confidential information or contacting a potential client or customer. If you send an email addressed to the wrong name, it looks like you don’t care, and isn’t likely to win you many fans! Always take a few minutes to check you have addressed your email to the right name and email address.

6. Saying things over email that should be face-to-face

Personal conversations, such as offering a colleague criticism, cannot be done over email. People can misinterpret the tone and message of emails, so it is best to pick up the phone or have a face-to-face chat to add that personal touch and not offend.

7. Being impolite

We get it, you’re busy and you want to quickly fire off that email, but your recipient may be offended if you do not include your P’s and Q’s when asking for a favour. Always wish your colleagues well at the end of your email too, even just writing a simple “many thanks” is enough to be seen as polite.

8. Using nicknames

If you are emailing somebody with the name Matthew in their signature, it’s polite to refer to them by their full name. Calling the recipient by a nickname could be seen as overfamiliar and arrogant, so try to avoid it.

9. Writing an unformatted novel

Keep your messages short and succinct, and make sure you use headers and bullet points if you wish to convey a number of topics. People tend to skim read their emails, so writing paragraphs is a waste of time. If you have too much to say via email, pick up the phone or schedule a meeting. 

10. Writing bad subject lines

This point is especially important if you are sending out sales emails. Emails without specific or interesting subject lines have a notoriously low open rate. You are far more likely to get a response if your subject line includes a call to action, deadline or question.

A bonus point: always start new email chains for new topics. This will make it easier to search for notes on specific topics without driving yourself crazy looking through hundreds of emails!

Published: 6 December 2018

© 2018 Just Recruitment Group Ltd.

Jobs currently available

New job
Assistant Branch Manager
Sector: Sales
Salary: £29,000 - £30,000 per annum
Location: Chelmsford, Essex
Role: Full Time
Contract: Permanent
Job ref: 909854
About the role

Just Recruitment is seeking an enthusiastic Assistant Branch Manager to join a company based in Chelmsford.

This is an excellent opportunity to join a growing organisation - offering a competitive salary and company bonus. Monday to Friday, 7.30am - 5pm and every other Saturday morning - overtime is paid. 

Free parking.

Company bonus scheme.

Previous experience within a Builders / Plumbers merchants is essential.

Personal attributes:

  • A hard-working polite team player.
  • A self-motivated person who understands the importance of getting the job done and/or responding to the customer as promised, and on time.
  • Should be punctual, well presented and like to operate in a clean and tidy manner.
  • Positive with a friendly "can do" attitude.
  • A good listener who is keen to learn, develop new skills and "get on" in the business.
  • Thoughtful and resourceful, someone who enjoys solving problems.
  • Real ambition and a desire to succeed would be beneficial as the role offers excellent opportunities to progress in the future. 
Read more
New job
Project Manager
Sector: Engineering and Manufacturing
Salary: £30,000 - £40,000 per annum
Location: Sudbury Suffolk
Role: Full Time
Contract: Permanent
Job ref: 909743
About the role

Just Recruitment is recruiting for a Project Lead / Manager to join a company based in Sudbury Suffolk, on a fixed-term contract basis.

You will be an experienced project manager working with one of the company’s strategic suppliers, to move key electrical raw material components from their facility in the UK to the one in Romania.

The project manager will be the key liaison between the supplier and the company and is expected to keep the supplier on track with the expectations and standards of the team.

Candidate requirements:

You will have experience in working within a manufacturing environment and moving either manufacturing lines or supply lines across borders.

You will also have Medical device or Pharmaceutical experience.

We are looking at 6-12 month fix term contract with relevant notice periods.

Salary is negotiable depending on experience.

Read more
New job
Part-time Administrator
Sector: Public Service and Administration
Salary: Competitive depending on experience
Location: Sudbury
Role: Part Time
Contract: Permanent
Job ref: 909844
About the role

Just Recruitment is looking for an Administrator on behalf of a company based in Sudbury.

The role involves being part of a small and friendly team on a part-time basis, working 2-3 days per week.

Duties to include:

  • Opening post
  • Franking post
  • Greeting clients
  • Answering telephone
  • Banking procedures
  • Filing
  • Setting up new client files (electronic and paper)
  • Maintaining current client files (electronic and paper)
  • Assisting with the smooth running of systems
  • Monitoring books in / books out
  • Liaising with other branches
  • Client billing
  • GDPR and Money Laundering paperwork (a strong understanding of this is essential)

May evolve to include other duties and responsibilities.

Read more
Designer
Sector: Creative Arts and Design
Salary: £25,000 - £30,000 per annum
Location: Colchester
Role: Full Time
Contract: Permanent
Job ref: 909835
About the role

Are you a skilled designer looking for your next role?

Do you have luxury branding/magazine experience – including motion graphics (aftereffects) & digital design (social media etc)?

As a creative team member, you will be required to contribute to the wider creative thinking of a business based in Colchester, improving designs or presentations whilst working to tight deadlines.

You will be required to work in collaboration with the wider studio team and furthermore with the other departments across the business to produce the best possible outcome for each project worked on.

You will also be contributing towards the design presentations, so attention to detail and high standards in your work is a must.

Job responsibilities:

  • Creation of high-quality concept designs for necessary projects.
  • To work alongside the studio team to understand the project requirements and deliver them in accordance with the written brief.
  • To liaise and communicate effectively with the Client Services team to ensure the desired outcome is reached and the creative output complies with the needs of any marketing and strategic requirements.
  • Supporting the Creative Director and Head of Creative in bringing branding, design themes and relevant creative projects to life.
  • Responsible for managing and organising allocated projects efficiently and meeting their necessary deadlines.
  • To contribute to the delivery of client, new business or pitch presentations.
  • Any other ad-hoc duties required by the Creative Director or Head of Creative.

Person specification:

  • A relevant degree or similar level/achievement.
  • A previous position held within a similar role.

Knowledge and skills:

  • Highly proficient in Adobe Creative Software – InDesign, Illustrator, Photoshop, Acrobat and AfterEffects.
  • Ability to multi-task various goals and objectives.
  • Deadline driven.
  • Excellent planning and organisational skills.
  • Excellent verbal and written communication and interpersonal skills.
  • Exceptional attention to detail.

Personal qualities:

  • A strong team player.
  • Ability to work to tight deadlines.
  • An ambitious and driven individual.
  • Be able to work under pressure to meet in deadlines.

This is an excellent opportunity for a creative individual to join a fast-paced organisation on the outskirts of Colchester.

Offering a great package - depending on skills and experience - free parking is available on site.

Read more