The average U.S. employee sends or receives 121 emails every single day. Knowing that, it’s easy to understand how so many email mistakes can occur in the course of a week or even a day. Even with the overwhelming amount of emails being sent from your outbox, as a professional, you must commit yourself to not making costly email mistakes. The following are three of the most common mistakes when it comes to email:
Bad Subject Lines
With the amount of emails people are receiving every day, the subject line needs to be catchy enough for them to decide to open it, let alone read it! Additionally, you are much more likely to actually get a response if you use a quality subject line. What should you include in the subject box? Something that will get attention! People are much more likely to open an email if the subject line has a call to action or question in it. For example, if you are sending an email that requires the recipient to respond by a deadline, use that in the subject line. Not only will it get their attention, but it will help everyone stay on track with due dates and deadlines.
Using “To” “CC,” and “BCC” Incorrectly
One of the most common email mistakes is the misuse of the “to,” “carbon copy,” and “ blind carbon copy” features. When you want to send an email directly to one person or a group of people, use to “to” functionality. When you are including someone on the email to view, but they don’t need to take any action, carbon copy them. Lastly, when you want to loop someone in on an email thread, but don’t want that person to be seen, blind carbon copy them.
Including Long Paragraphs
While it may be fine to write using long paragraphs in your work, when it comes to email, it is best to keep it short. Anything that requires an extremely lengthy paragraph is probably worth a phone call instead. When writing emails, keep the paragraphs to a few lines. If you need to use bullet points, do that rather than including the words as a sentence.
Email is a part of nearly every job there is. You can make costly email mistakes if you aren’t paying attention to the right things. Always include an engaging subject line, preferably one with a call to action. Make sure you are sending the email to the right people in the right fashion, i.e., carbon copy and blind carbon copy people correctly. Lastly, if you want people to read your emails, keep the paragraphs minimal. Three to four lines per paragraph is more than enough.