10 Things To Do To Ensure You Come Across As A Complete Idiot In Your Email Correspondence

This article outlines a list of email practices you should avoid to make your business emails professional. Read the article and use the discussion tab to list your choice of the three worst practices giving your reason for your choices.

Email etiquette is one of the most
overlooked parts of education even in B
Schools across the country. Writing an email is
an art, but it isn’t all that complicated. It takes
a basic level of awareness and some
guidelines to ensure your email
correspondence can have the desired
effectiveness, especially for an Introduction or
a Business correspondence.

1. Make Grammatical mistakes This is
identified as the single most reason most
people will not read your emails. The
reasons are 2. First – there is a good
chance that the Spam Filter will catch it,
ensuring the email will never reach your
target. Secondly – even when your email
reaches the person, he will definitely not
be interested in whatever you are saying
– because he may simply not understand
what you are writing.

2. Write big and complicated words If
you think writing big and complicated
words will make you look smart – think
again. Using a thesaurus for each word
will only make you sound like one. So
stick to simple words which have a clear
meaning. Try not to use words that have
more than one meaning and make sure
you are using them correctly.

3. Use different colored fonts and sizes
Using signatures in your emails is
common. What many don’t realize is that
the signature may have a different font
size and color from what you are typing
your email in. I knew a person who had
been sending emails using the TIMES
NEW ROMAN font, for like donkey years.
So when he finally upgraded to Outlook
2003, his signature was in a verdana pt.8
and his email was in TNR 10. You can
imagine how shabby that must have

4. Use flowery language and try to get
An email, especially in a
business correspondence, must not get
personal. If you know the person well,
send another email with a different
motive. Use a more casual language. But
for business communication, try not to
get friendly or too personal. Absolutely
NO emoticons and definitely no casual
remarks or college lingo. Don’t use too
flowery or too complicated and long
sentences unless required.

5. Write too much A large bunch of sales
people I know believe that because an
email is a written medium and because
its free, so as to speak, its ok to write as
much as you want. Believe me, no one
likes to read thru long, boring emails. If
you must, use points and well laid out
paragraphs. A normal human being will
lose interest in a written text within the
first 20 seconds, unless something of
interest catches his attention. So after
the first 20 secs, there is limited
attention you have from your reader. So
your pitch may already be missed.

6. Write more than 2 links Giving the
reader more than 2 links to visit will
ensure he visits none. An email filled with
links also has a high chance of getting
caught by the spam filters.

7. Have an attachment more than 2
No one likes to wait for eternity for
emails to download. Especially now that
people have started using their
Cellphones to access their emails, big
attachments mean that they may not be
able to access them on their phone,
which only means that they wont be
reading your email at that time when
they want to. Result – your purpose of
sending the email is defeated.

8. Make no sense This is the MOST
important aspect of writing a good email.
Making sense. Whether it’s a greeting or
a introduction email, if your intent and
the message in the email is not crystal
clear – there is a high chance the reader
will simply ignore it or take the trouble of
deleting it, or worse, mark your email
address as Spam.

9. Send it from a wrong email id When
you send an email, make sure it is going
from the ID you intend to send it out
from. Especially if you have more than
one email account configured on your
machine, you could make a mistake of
sending out an email from a wrong ID.
This can cause the email to bounce and
also not be read.

10. No Signature When writing an
introduction or mentioning a business
proposal to someone for the very first
time, your email MUST have a signature
or at least more than one way to contact
you. This means you should provide a
landline number of a cell phone number.
This ensures that if the person wants to
get back to you, he can do so by calling
you up too. Sales introductions and
business proposals must have a
signature in the follow up email too.

Return to Business Correspondence