E-Mail Mistakes You Can Correct

It's not uncommon in an office environment that you're required to use e-mail as the standard means of communication.  After all, it's an immediate and easy way to correspond with fellow workers as well as customers.  According to Robert Half International, nearly two-thirds (65 percent) of executives prefer e-mail over alternative forms of communication.   

However, there is a dangerous side to e-mail. You can thoughtlessly hit the "send" button and make a mistake that may cost you your job. From an article on careerbuilder.com and several other Internet resources, here are some e-mail mistakes you need to avoid:

Not including a specific subject line. Haven't you received e-mails in which the subject line says:  "Re:" or "no subject"?  Given the volume of e-mails we receive, we don't always have the time to figure out how important a message is if the subject line is vague.   

If you use an unclear subject line, the e-mail recipient  will probably place your e-mail at the bottom of the heap.  He has no idea what your message is about and won't sense any urgency to get to it.

Take this tip: Use your subject line as a way to make sure the reader knows what your e-mail is about and is given a reason to read it.   

Forwarding a personal e-mail without getting permission first.  If a message is sent to you and to you only, you should assume, it is intended "for your eyes only." Avoid the temptation to give yourself permission to pass it on to others. You may be sharing confidential information about fellow co-workers or your boss, that could cost you your job.  Always get someone's permission before you forward any correspondence that you was sent just to you.

Expecting an instant response.  Not everyone is sitting in front of their computer all day with their e-mail turned on waiting for the next correspondence. The Internet is meant to be a convenient means of communication.  People check their messages when it suits them.  My best advice is that if you need to speak to someone about something important, it may be best for you to contact them by phone.

Forgetting to include a specific sign-off.  If you want to give an appearance of professionalism, give as much information about yourself at the end of the e-mail.  Provide your e-mail address, physical work address and phone number. If you have a work-related website, include the website address so the recipient can learn as much as possible about you.

Being too casual in an e-mail.  Take the time to craft complete sentences if you want to sound proficient.  Some of us are used to texting on our cell phones and are accustomed to using shortcuts and symbols instead of writing out full sentences.  Be careful not to carry the informality of texting into your e-mails.  Also, be sure to use correct grammar and check your spelling. Though a spell-checker is a great support, this device cannot always find misused but properly spelled words.   

Failing to double check your address line.  Many e-mail programs automatically fill in information you've previously typed, such as the e-mail addresses of frequent contacts.  There may be some names your e-mail program automatically fills in that you did not intend to send an e-mail to. Chances are you are sending an e-mail to a wrong person and wind up creating a chaotic situation. 

Forgetting the attachment. Someone sends you an email which mentions an attachment and there isn't one. If this takes place too many times with the same company, they may be hesitant to do further business with you. Before you send out your e-mail, think, "What am I forgetting?"

Mixing business with pleasure. Use your work e-mail account for work related matters.   Be sure your friends send non-business related e-mail to your personal account, which you check when you arrive at home.  Some people find it helpful to have different e-mail addresses:  private, public, one for online mailing lists and another for shopping online.

John
Email John:  johnsblog@teshmedia.com

E-mail has become a major part of our lives whether we like it or not.  Let's make sure we're using this method of communication properly. For more intelligence on our day-to-day correspondence, check out my new book,  Intelligence For Your Life:  Powerful Lessons For Personal Growth.  You can purchase my book at your favorite bookstore or go online at Amazon.com or Barnes and Noble.