So you’ve typed out an email to a client and you’re about to send the message on its merry way. Not so fast though, make sure you’ve done these three things before you click send. Email mistakes are difficult to correct and can be costly or damaging to your reputation.
- Proofread every line – Emails with typos are not taken seriously so have you done a spell check? Are you using proper sentence structure? Are the first letters of the first words in a sentence capitalised? Are all names spelt correctly? Refrain from using multiple exclamation or question marks. Also make sure all links in the email are working. And make sure the subject of the email matches the content. Don’t misrepresent the content of your email — it will annoy the recipient.
- Read your email aloud – Make sure you get the tone of your email right by reading your email aloud. Try to avoid using formatting to emphasise words. Instead, use words that reflect exactly what you want to say. Did you address the email receiver by name? Did you open the email with a courteous sentence? Did you conclude the email with at least one pleasantry sentence (e.g., have a great weekend, or best regards)? “Please” and “thank you” also give your email a nice tone. If you’re emotionally charged, give yourself some time to cool down so your emotions don’t creep into your work.
- Check the recipients – Make sure you have all email addresses spelt correctly. Also refrain from using the “reply to all feature” or “CYA.” Reply directly to the sender as others may not be interested. If all recipients of the email do not know each other, use BCc instead of Cc.
You can now confidently send that email to your boss or a client.