6 Mistakes to Avoid in Emailing

Often, we see peo­ple make mis­takes dur­ing email­ing.  You would have def­i­nitely seen some of them dur­ing your course of work.  These mis­takes although they look small but can have a detri­men­tal effect of your image when it is being com­mit­ted over and over again.  Gen­er­ally, the recip­i­ent will think that the sender is care­less, never reviews his email con­tent or plain rush­ing for time…  Today we are shar­ing with you mis­takes you should avoid and not end up in your organ­i­sa­tion list of care­less email senders!

1. For­get­ting to follow-up – You for­got­ten to follow-up with the recip­i­ent after he requested for you to follow-up either through the email again or through a phone call. Hon­estly, you will not look good if you are doing this all the time.  Your recip­i­ent will feel that you are always not con­tactable, irre­spon­si­ble or not inter­ested in attend­ing to their emails (which usu­ally they feel this way).  Remem­ber to follow-up promptly.  Set a flag to follow-up if you can­not do it on the spot.  At least, it’s now in your to-do-list.
2. Send­ing to the wrong per­son – Ensure that you are send­ing to the right per­son.  Email pro­grams are often too smart and rec­og­nize the wrong sim­i­lar name in the staff direc­tory.  Review your list of recip­i­ents before you send out to avoid con­fu­sion in them.
3. Send­ing mass emails – Ensure that you are not send­ing email to the entire organ­i­sa­tion.  Sim­i­lar to send­ing the wrong per­son, you cre­ate con­fu­sion to the entire organ­i­sa­tion.  You are also become the “care­less clown” for send­ing emails to recip­i­ents not intended to receive it.  And hope­fully it is noth­ing sen­si­tive and per­sonal that can put you in a really embar­rass­ing situation.
4. For­get­ting the attach­ment – A com­mon mis­take made by most of us.  We com­pleted the con­tent of the email and send it out.  Later to real­ize that you have for­got­ten to attaché the doc­u­ment rel­e­vant to the email.  Either you follow-up with an addi­tional email apol­o­giz­ing about the blun­der and include the attach­ments or you wait for your recip­i­ent to write back ask­ing about the miss­ing attach­ments.  There­fore, review your emails before you send!
5. Not leav­ing con­tact infor­ma­tion when you asked your recip­i­ents to con­tact you – Your recip­i­ent will be feel­ing, “DUH!” You for­got­ten to include your con­tact infor­ma­tion such as phone num­ber for them to get back to you after request­ing them to get back to you over the phone.  One small care­less mis­take illus­trates your care­less­ness in email­ing and rush­ing to send the email out.
6. Click­ing “Send” too fast – Another com­mon mis­take made by many of us.  Often we rush in our con­tent of the email and attempt to send it in the short­est time we can.  In this way, you may fail to review your email and com­mit the above men­tioned mis­takes such as send­ing to the wrong per­son and for­get­ting to attach the rel­e­vant doc­u­ments to the email.  Slow down cow-boy!  Review your email before you move your mouse over to the “Send” button!

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