Email Mishaps and How to Prevent Them

A few years ago, if you had to send documents, contracts or any written form of communication, you had to send it by mail. This required an envelope, filled with sender and receiver addresses, stamps, a typed and printed document copy for each receiver. Finally, the sender would take the mail to the post office and wait a few days for a reply. At that time, there was a smaller chance of making a mistake.

With all the technology we have today, computers, internet, and emails, all make our lives easier, save us time, and form better professional relationships. However, they can also put our jobs at risk when the topic is business emails. Many things can happen after you click the send button, and there is no way to undo your action.

Such mishaps can send confidential salary information to the whole company, or maybe someone makes a bad comment about a supervisor and sends it to the supervisor by mistake. Or, you can open your mailbox in the morning and find out you got more than 50 “thanks” in response to an e-mail. This is not a good way to start a day. It is just a business routine, when a co-worker loves to respond to all.

Emails are the most used form of communication in the business world. Here are some simple tips that can prevent the most common mistakes:

  • Bad grammar/spelling: Proofread your emails at least once.
  • Wrong recipient: Check the recipients one by one before you click send.
  • Abuse of BCC: In the company’s own work environment it is not necessary to use hidden copy.
  • Reply to all: Unless the information is relevant to all users put in copy, you should not abuse this option.
  • Silence: Avoid a negative feeling in someone who is waiting for an answer.
  • To whom it corresponds: this expression creates less credibility.
  • The subject line: We focus on the body of the email and forget to change the subject line.
  • Long emails: Keep it clear and concise.
  • Late night emails: It is not a good idea to answer emails in a hurry or when you are tired. Answer them first thing in the morning.
  • Emotional emailing: never send an email when you are angry or upset. Take your time, read it again later, and reflect on the tone used.

Spending a few minutes to double check an email before clicking the irreversible “send” button may save you time and prevent any misunderstanding or conflict in the future.

By Karin Duro, Business Major – IUPUC

Work Cited

https://www.inc.com/betty-liu/11-worst-email-mistakes-everyone-makes.html

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