Emailing

Email mistakes to avoid

Email is a great tool but can sometimes be a bit perilous. Sloppiness and carelessness can not only get you in trouble, they can lead to your company’s email system crashing. Anyone who uses email should avoid the following mistakes:

1  Opening attachments or unsolicited email from strangers

Never open an email that has an attachment that is vague or says ‘Check this out!’ A virus may spread by invading the contact list on a computer and sending itself to every email address on the list. Most companies have antivirus software already installed on its system, but always check with your IT department if you are unsure.

2   Hitting ‘reply’ to an unsolicited email when asking to be taken off the sender’s list

By hitting ‘reply’ you may be opening up your account to a deluge of spam.

3  Hitting ‘reply all’ when only the sender needs a response

If you receive an email from someone in the company who asks for feedback on an issue, remember to hit ‘reply’.

4  Sending emails to mass recipients

Be very judicious about sending an email to your entire organization (if you have the access to do so). Ask yourself whether your email is relevant and important enough for everyone from off-site employees to the CEO to receive.

5  Sending an email without a signature

Your business email should have a preset signature at the bottom. Make sure you use company colours and logos if provided. Never use a virtual business card attachment (unless it is a company protocol). It may be mistaken for a virus.

6  Sending an email without spellchecking it

Email is official correspondence. Most email systems spellcheck as you type or have a ‘spellcheck before sending’ setting.

7  Sending email without a ‘subject’ line or sending email with a vague subject line

Be specific. A subject that reads ‘Latest Info on Johnson Account’ will get more attention than one that reads ‘FYI’ or ‘new data’. A blank subject line may get no attention at all.

 

Back to Writing a business email.

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