What should you bear in mind when writing an email?

Take a look at the most common mistakes made in emails and check whether you’re making them too. We’ll give you some tips on how to avoid them.

Come up with a catchy title

It gives a preview of what’s to come. It tells your audience what the message is about. It often determines whether the message is opened. Here are a few good examples: One footwear chain sends its club members an email that encourages them to take action:

“50% off selected shoes! Don’t miss out!>>”

Meanwhile, the holiday booking platform breaks down the key words in an unconventional way:

“♦ meals ♦ SWIMMING POOL ♦ 11 spa treatment rooms ♦ children stay FREE”

Don’t make spelling and punctuation errors

Remember to use punctuation marks and correct spelling. Following the rules of correct spelling will not only prevent us from making mistakes; it will also help us to better understand what the author meant. Let’s use not only full stops and commas, but also correct spelling. Reading a text aloud or asking a friend for their opinion may solve our problem.

Text must “breathe”

A message that is too long is difficult to read. When writing, separate different points using paragraphs. Email communication is a fast form of communication. Paragraphs should not be longer than 3–4 sentences. If you have several points to make – such as features or issues – list them in bullet points.

Be punctual at all times on time

The generally accepted rule is 24 hours. It is within this timeframe that the customer should receive a reply to their enquiry.

Good manners are the foundation

Always remember to say hello and goodbye. Polite phrases say a lot about you and show respect for the recipient. Simply writing “Good morning” is enough. Your greeting should be appropriate for the recipient of your message.

Check who you’re sending the message to

There’s probably nothing worse than sending an email to the wrong recipient. Often, our email programme suggests who we want to write to… and it doesn’t always get it right. When we receive an email from a customer, we forward it to another colleague with a comment. Sometimes, by mistake, instead of ‘forward’, we click ‘reply’. Before you send an email, double-check who it’s addressed to.

When writing an email, remember who you’re writing to. Tailor your language and tone to the recipient. Never forget your manners. Be careful – mistakes are just waiting to creep into your message.