5 THINGS TO AVOID IN A PROFESSIONAL EMAIL
THINGS TO AVOID IN A PROFESSIONAL EMAIL: An effective form of communication in the corporate world and professionalism when it comes to implementing any decision then professional emails are considered as the formal method of communication which values even more than any verbal or other written communication like messages or chats.
Whether it is assigning any task to an individual or team, arranging a meeting, process updates, onboarding, and offboarding communication, application for leaves, and for almost every other activity performing within the organization, Email is the only source of formal communication that one needs to follow within a particular job role, but there are many freshers and college graduates and even the employees of the organization that conduct many mistakes while drafting the emails due to which unintentionally an organization could suffer from huge losses, and here you will be going to learn what are the common things to avoid in a professional email so that next time when you are required to send a professional email then your communication would be effective with proper email etiquette and you shall not be waiting for the response from your recipient for long.
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Previously we discussed about the Important Things to Consider when writing an Email, this will give you enough confidence to write your content with confidence and convey your message in such a way that your recipient consider your email on priority and respond to your email if required but on the other hand we also need to know the important things to avoid in a professional email so that you avoid any human error before you send your email.
Since many fresher’s and college graduates have rarely sent any professional email therefore many times this becomes the key reasons why freshers are struggling to get a job.
This is a very important part of the Email Etiquette training because this topic covers the overall dynamics of effective email communication that is required to be known by any designated corporate employee in his work schedule.
Before we compose any new email or join any new organization read and understand the concept of “Email etiquette do's and don'ts” very carefully as once you master this art then your chances to get selected and grow in any organization will increase.
THINGS TO AVOID IN A PROFESSIONAL EMAIL
There are many ways you could draft and send a professional email as we discussed in our earlier post “ Things to consider when writing an email ” kindly read this post to know the best “Email etiquette tips” but in this post we focus on How not to write an email because we might know very well what to write and how to write in an email but we should also be aware of what not to write in an email .
“AVOID REPLY ALL ON EMAILS”
As we discussed in our earlier post about “Things to Consider when writing an email” we discussed adding the recipients in the email and to recall an email could include a minimum of one sender and one receiver to more than any number of people within the organization in “To” and “Cc”. But here we should avoid the habit or “reply all” on emails, You should use “reply all” only when the email is intended for all.
“DON’T REPLY WHEN YOU ARE ANGRY”
There are times when you are upset, angry or in a rush. During this phase, you should not reply or compose any new email because your emotions will reflect in your email content and the language may not sound nice to the email recipient. For example, You applied for leaves and sent an email to your manager and suppose if he rejects your leaves and reply that you will not be allowed to take leaves, at this time you will obviously feel upset or angry and if you reply immediately then there could be a conflict between you and your manager so it is better to stay calm for a while and then reply like a professional email. In this situation, many people use some sarcasm language or criticize and sometimes in the rare case use abusive words which could lead you to lose your job. So whatever the situation maybe you should never criticize or use abusive words.
“DON’T OVERUSE EXCLAMATION POINTS (!)”
In a professional email, you should avoid the overuse of the exclamation points (!), here you also need to understand that using too many exclamation points, or the overuse of too many emoticons makes an email look unprofessional.
If you need to draft and send a professional email then you need to convey your message in complete sentences using specific words, and the email body should not be big paragraphs because in today’s world everyone is in a rush and there is no time to read the full email in detail as there are lots of emails to deal with within a specific time frame. Moreover, we strongly recommend not to use all CAPS unless you truly need to emphasize otherwise people will interpret this as you are being aggressive.
“DON’T USE INFORMAL LANGUAGE (!)”
In our personal life we are in a habit to reply to our WhatsApp messenger and other social media messenger chats instantly and usually we don’t review our content before sending it, in these cases we use a lot of informal words like “I dunno”, “gotta”, etc, but in the professional emails you should never use these kinds of words, because it doesn’t sound professional .
You should always avoid using negative and flamboyant words in a professional email.
“DON’T LEAVE THE BODY OF THE EMAIL EMPTY”
Sometimes our content is so short that we do not realize that we need to properly draft an email even though if it is one sentence. Usually, people write their content in the subject and leave the body of the email empty, this is not a way to send a professional email. You need to follow the proper methodologies before sending a business email.
Don’t leave the body of the email empty even if merely attaching a document like “PFA”, You should always use proper greeting and signature with your content in the body of the email.
These are one of the most common but very important tips to send a professional email. Therefore you must know the things to avoid in a professional email for your overall professional growth.
I hope now you know better how to write a professional email. Please don’t forget to share this post with your friends and followers on social media to spread this knowledge.
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