Never regret sending an email – follow these 5 steps

Can you remember a time without the luxury of having an email to communicate? Professionally this has become a tool we cannot function without. Emails are supposed to save time, answer questions, and connect people with one another. However, because emails are a part of our daily working life, we tend to forget that this tool is also showcasing our professionalism and can make either a negative or positive impression on others reading our emails.

Did you know that misspelled words are an absolute no-no, and writing in capital letters means you are screaming or shouting at your email recipient? But sending an email is not just about the impression, spelling or etiquette surrounding it, it is about getting your message across, smooth, fast, to the point and obviously get the response you required.

Avoid the following mistakes:

1. Misspelled words or names. Do not EVER, misspell the recipient’s name or surname. Most of the names appear in the email address itself or on the email signature below. All that is needed is to look for the right spelling of the name. It is never professional to misspell any word. Most emails have a spell check and if you are not sure, make sure. If you misspell, it might lose you some respect with recipients, and may also cost you an opportunity.

2. Don’t over explain. No one has the time to sit for hours and read emails. Be short and to the point, making sure your email communicates the exact message. Long emails with unnecessary information will annoy the recipient. Say only what you have to say, and you will get the answer you need.

3. Check and double check. Better to take your time and make sure you attached the files if you said ‘see attached’ than to send an email without an attachment, misspelled words and unnecessary information. Make sure your email goes to the right recipient. Catastrophes can happen with sensitive emails accidentally sent to the wrong recipient.

4. The subject line should be clear. If your subject line is clear, it makes it easier for yourself and your recipient to search for the email at a later stage. It also explains why the mail should be opened and read.

5. CAPITAL LETTERS. When typing all in CAPS, the tone of the email can easily be confused as being exclaimed. Emails are part of the daily work life. An email can easily also be taken the wrong way because there is no emotion attached. Capital letters give a negative connotation to the message and can portray it as a shout or a reprimanding message.

Throughout our workday, we get quite a few emails that we need to respond to. It makes communication channels easier but should be used properly. Failing to adhere to email etiquette can have serious consequences, can cost you your job or fail to get you that opportunity you have been waiting for.

The Mindspa Institute, a soft skills training company, can assist in training your employees. Visit www.themindspa.co.za or contact liezl@themindspa.co.za for any further information.



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