Emails are essential for communication, whether in college or at work. However, many still make mistakes due to casual texting habits and the evolution of email writing. In this post, I’ll highlight 10 common mistakes in email writing and how to avoid them.

1. Addressing the Recipient Incorrectly

One of the first mistakes many make in emails is addressing the recipient incorrectly.

If you’re unsure of the person’s gender or name, avoid using generic terms like “Dear Sir/Madam” or “To whomsoever it may concern.”

It’s crucial to do a bit of research and personalize your greeting. For instance, if you can’t find the name, opt for “Dear Hiring Manager” or “Dear Professor.” Personalizing your email increases your chances of receiving a response.

2. Incorrect Salutations

Even when you get the recipient’s name right, another common mistake is the incorrect use of honorifics.

For example, saying “Dear Mr. Rakesh” or “Dear Ms. Nandini” is not the best approach.

If you’re on a first-name basis, simply write “Dear Rakesh” or “Dear Nandini.”

For more formal communication, use “Dear Mr. Malhotra” or “Dear Ms. Gupta.” Avoid combining titles like “Mr. Rakesh,” as this is considered incorrect.

To learn more about this, check out the video below:

3. Missing a Professional Signature

When writing professional emails, a signature is essential.

I’ve often received emails from students with just their names (e.g., “Regards, Priya”), leaving me uncertain of who they are.

A professional signature should include your full name, designation, and the name of your company or school.

You can also include your contact details like a phone number or LinkedIn profile for easy connection.

An example of a professional signature is given below:

4. Using Emojis

Emojis are often seen in casual communication, but they have no place in professional emails.

Recently, a student sent an email to a professor abroad that started with an emoji, and I was shocked.

Emojis can be misinterpreted and can give an unprofessional impression.

Save them for informal conversations, and avoid them when writing to people you don’t know well.

5. Weak Subject Lines

The subject line is one of the most overlooked elements of an email. For professional emails, ensure the subject clearly communicates the email’s purpose.

I’ve often received emails with subject lines like “Resume” or “Meeting Rescheduled,” which are vague and unhelpful.

Instead, write a more descriptive subject, such as “Application for Digital Marketing Intern – Ayush Arora” or “App Development Meeting Rescheduled to Friday, 6 PM.”

6. Generic Attachment Names

Many people send emails with attachments named “Resume,” “Report_final,” or “Pic1.”

This lazy practice can cause confusion when the recipient tries to track the file.

For instance, if you’re sending your resume, name it “Resume_Varun Jain_Software Developer” to make it easier for the recipient to identify. Similarly, name your reports with clear descriptions and dates, like “Report_App Development_2021-01-27.”

7. Overly Long Emails

Long, detailed emails are often ignored. Keep your emails concise and to the point.

Use bullet points when listing multiple items to make the content more digestible.

Instead of writing long paragraphs, break the information down into easy-to-read sections to increase the likelihood of your email being read.

8. Lack of Clear Call to Action

Not including a clear call to action (CTA) can make your email seem passive and unimportant.

Instead of ending with a vague “I look forward to hearing from you,” be specific.

For example, “Could you please share your feedback by tomorrow?” or “I look forward to your thoughts on the report.” A strong CTA increases the likelihood of a response.

9. Ignoring Emails

When you receive an email, don’t just read it and ignore it. It’s crucial to respond, even if it’s just a brief acknowledgment.

A simple “Thank you for your email. I will revert soon” or “Noted, thank you” lets the sender know you’ve received and understood the message.

Also, be cautious about using “Reply All” unless necessary, as it may unnecessarily involve others in the conversation.

10. Ending with a Positive Note

A small but impactful touch is ending your email with a cheerful note.

A friendly sign-off like “Have a wonderful day” or “Wishing you a great week ahead” can leave the recipient with a positive feeling after reading your email.

This simple gesture can improve the tone of your communication and make you appear more approachable.

Sample Email following the above guidlines:

WiseTip: Double Check Before Sending!

Before hitting “send,” always double-check your email. Review the recipient’s name, the subject line, the content for grammar and spelling errors, your signature, and the attachments. Taking a moment to ensure everything is in order will help you avoid common mistakes and enhance your professional communication skills.

If you wish to learn in detail about email writing, then do sign up for our course – Accomplish Effective Communication. For any queries, comment below and we will get back to you at the earliest!