The top 10 email mistakes to avoid

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:

...it’s important to take the time to double-check every email you send, to avoid a dreaded email faux pas.  

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!

The top 10 email mistakes to avoid3. 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!

 

If you enjoyed this article, you may like: 
Mental health in the workplace for employers and employees
What are the most common spelling mistakes on CVs?

 

Published: 14 March 2024
© Copyright Just Recruitment Group Ltd 2024

Jobs currently available

New job
Finance & Payroll Administrator
Sector: Accountancy, Banking and Finance
Salary: £30,500 per annum
Location: Sudbury, Suffolk
Role: Full Time
Contract: Permanent
Job ref: 913448
About the role

Just Recruitment is seeking a Payroll Administrator for a manufacturing company based in Sudbury, Suffolk.

Hours: Monday to Friday, 9.00am to 5.00pm (1 hour lunch - 35 hour week).

The role will involve working as part of a team preparing monthly payroll for all group companies (8 companies in all).

Role duties and responsibilities include:

  • Maintain the pension schedule for the Group pension scheme.
  • An understanding of PAYE, NI, SSP, SMP and SPP.
  • Enter Net Pay sums due onto Bankline system prior to authorisation by Group Finance Supervisor and arrange that any statutory deductions are paid to the appropriate body in a timely manner via Bankline.
  • Prepare monthly headcount reports to be included in the management accounts.
  • Preparing month end payroll journals for processing within Sage.
  • Assisting with the preparation of payroll year end reports, mainly for year end and audit and for pay reviews.
  • Processing employee expense claims and ensuring they are reimbursed weekly.
  • Raise sales invoices.
  • Complete ONS surveys whilst working alongside the Finance Director.
  • Complete R&D schedules
  • Communicate regularly with the Group Finance Supervisor and Group Senior Finance Assistant to ensure that all issues are resolved in a timely and efficient manner.
  • Strive to maintain the flexible element within the department, supporting fellow team members.
  • GDPR awareness and confidentiality are paramount.

Personal skills and attributes:

  • Payroll experience within a similar size Group.
  • Computer literate, with advanced use of Word and Excel packages.
  • Previous accounting experience, and knowledge of Sage Line 50 package are advantageous.
  • Positive and flexible in approach, highly driven and self-motivated.
  • Excellent written and verbal communication skills.
  • Excellent numerical skills.
  • Meticulous attention to detail, methodical approach to work always ensuring accuracy.
  • Reliable, trustworthy and highly confidential due to the requirements of the job.
  • Excellent team worker, with the ability to work alone.
  • Calm confident and polite when dealing with employees, customers and suppliers.

 

Just Recruitment acts as an employment agency for permanent roles.
The salary advertised is the bracket available for this position. 
We are an equal opportunities employer and welcome applications from all suitable candidates.

 

Read more
Warehouse Operative/Forklift Driver
Sector: Warehouse
Salary: £12.10 - £12.67 per hour
Location: Bury St. Edmunds
Role: Full Time
Contract: Permanent
Job ref: 913446
About the role

Just Recruitment is recruiting for a Warehouse Operative/Forklift Driver on behalf of a company based near Bury St. Edmunds.

You will be responsible for carrying out warehouse tasks as required by the Line Manager/Supervisor.

You will also have qualifications to operate PPT (Pivot Steer, Counterbalance, VNA preferred).

Duties include:

  • Operate MHE safely and effectively according to requirements.
  • Unloading goods in.
  • Checking in goods.
  • Putting away products and keeping the warehouse tidy.
  • Picking products as per customer orders.
  • Checking orders, ensuring accuracy.
  • Packing orders to ensure safety in delivery.
  • Loading deliveries.
  • Undertaking any other duties as may be required.

Qualifications and skills required:

  • Good level of numeracy and literacy.
  • Basic PC skills.
  • Knowledge of company Health and safety policy.
  • Housekeeping awareness.
  • Qualifications to operate PPT (Pivot Steer, Counterbalance, VNA preferred).
  • Physically active.

 

Just Recruitment acts as an employment agency for permanent roles.
The salary advertised is the bracket available for this position. The actual salary paid will be dependent on your level of experience, qualifications and skill set.
We are an equal opportunities employer and welcome applications from all suitable candidates.

 

Read more
Warehouse Operative/Bendi Driver
Sector: Warehouse
Salary: £12.30 per hour
Location: Thetford
Role: Full Time
Contract: Permanent
Job ref: 913447
About the role

Just Recruitment is recruiting for a Warehouse Operative/Bendi Driver on behalf of a company based in Thetford.

You will be responsible for carrying out warehouse tasks as required by the Line Manager/Supervisor.

Duties include:

  • Operate MHE safely and effectively according to requirements.
  • Unloading goods in.
  • Checking in goods.
  • Putting away products, and keeping the warehouse tidy.
  • Picking products as per customer orders.
  • Checking orders, ensuring accuracy.
  • Packing orders to ensure safety in delivery.
  • Loading deliveries.
  • Undertaking any other duties as may be required.

Qualifications and skills required:

  • Good level of numeracy and literacy.
  • Basic PC skills.
  • Knowledge of company health and safety policy.
  • Housekeeping awareness.
  • Qualifications to operate PPT (Pivot Steer, Counterbalance, VNA preferred).
  • Physically active.

 

Just Recruitment acts as an employment agency for permanent roles.
The salary advertised is the bracket available for this position. 
We are an equal opportunities employer and welcome applications from all suitable candidates.

 

Read more
Data Entry
Sector: Public Service and Administration
Salary: £11.50 per hour
Location: Stanford-le-Hope
Role: Full Time
Contract: Temporary to Permanent
Job ref: JT-DE-07-24
About the role

Just Temps is seeking a Data Entry and Scanning Operative to work with a busy company based near Stanford-le-Hope.

This is a temp-to-perm opportunity role.

Hours: Monday to Friday, 8am to 5pm.

Main duties to include:

  • Indexing and cataloguing paperwork.
  • Scanning.
  • Data entry.
  • Using Excel.
  • General office and warehouse duties.
  • Some heavy lifting included.

Skills and qualifications:

  • Proficient at using computers and Excel.
  • Experience in data entry.

You must have your own transport to get to the site.

 

Just Temps acts as an Employment Business for the supply of Temporary Staff.
The salary advertised is the bracket available for this position. 
We are an equal opportunities employer and welcome applications from all suitable candidates.

 

Read more