The email has become one of the most essential and used services in our daily lives. We send numerous emails every day, and we receive them as well. We're communicating with colleagues, contacting local services, and using it for our day-to-day life as well. And it's not a secret that many people make mistakes while writing emails. Sometimes these mistakes are elementary, but they can lead you to be misunderstood or even looking disrespectful. Here are the most common mistakes while writing emails and how to avoid them.
Type of Emails
You receive numerous emails every day and undoubtedly send them too. It's a part of our social communication, even though it's been around for a very long time, but there are only two major types of email which are being used for communications – formal and informal.
Formal email styles are being used in more official backgrounds. For example, contacting legal authorities, communicating with colleagues or reaching out to local businesses. Often emails contain greeting phrasing, personal contacts, and official language style.
Informal email types, on the other hand, are being used for day-to-day communications. Friendly or family contact is the most common intention. The aim is often to use more simple language with personal message touches.
Most Common Mistakes While Writing Emails
While we write quick messages or compute long paragraphs, we overlook and leave typos, incorrect comma placements, or even misspelt words. These mistakes occur due to our lack of knowledge or lack of attention.
In order to avoid grammar mistakes, it is highly recommended to wait 1-2 minutes after you finish writing, take a break and carefully reread all text. There's a high chance that you'll find simple typos you've overlooked before.
Another method is to use Grammarly. It's a free online grammar checker tool which can scan your written text, highlight mistakes and even suggest alternative paraphrasing. It is a time saver while writing any type of text in general. Even this article is proof-checked with Grammarly.
While finding grammar mistakes and fixing them is relatively easy, keeping your email's text structured is significantly more challenging. Here're the tips on how to structurize your email precisely.
Beginning of the email
When writing an email, always begin with a greeting and write a bridge sentence. It will let you naturally transition towards your main message and show natural human care.
Example of greeting & a bridge sentence:
Main Message Structure
Secondly, don't forget to divide your main messages into smaller paragraphs. It will be much easier for the recipient to read and keep track of your primary idea. In addition, you can begin these smaller paragraphs with transition words like firstly, secondly, in addition, lastly, to sum up, etc.
Bottom of the email structure
Lastly, at the end of your email, write a conclusion sentence to highlight what you expect from this email and, of course, leave your credentials.
Here's an example of how to properly finish your email.
Most common human-being mistakes
While fixing misspelt words or keeping a proper email structure is very important, sometimes we tend to forget about other parts of email communication.
Forget to add an attachment
It is one of the most common mistakes people make when using email communication. We put so much effort into text messaging itself that we even forget to attach required documents or images.
Choose the wrong recipient
It happens more rarely, but when you have a lot of email contacts in your email, you could select the wrong recipient even if they have similar emails or even the same name.
Deleting an email.
One rushed click, and your email is deleted. These action-based mistakes happen from time to time. But remember - most modern email software doesn't delete your emails instantly. Emails are being transferred to 'Junk' or 'Deleted' folders.