Failing to include basic greetings.
Simple pleasantries do the trick. Say “hi” at the start of the message and “thanks” at the end. Be sure to use the recipient's name. Be polite yet brief with your courtesy.
Expecting an instant response.
Don’t send an email and show up at the recipient’s desk 30 seconds later asking if they’ve received it. They did, and they’ll answer at their convenience. That’s the point of email.
Sending before you mean to.
Enter the recipient’s email address only when your email is ready to be sent. This helps reduce the risk of an embarrassing misfire, such as sending an important email to the wrong person or emailing a half-written note.
Not reviewing all new messages before replying.
When you return to the office after being away, review all new emails before firing off responses. It might be hard to accept, but odds are, things did march on without you. Replying to something that was already handled by a co-worker can lead to confusion, errors, and wasted time.
Expecting an instant response.
Don’t send an email and show up at the recipient’s desk 30 seconds later asking if they’ve received it. They did, and they’ll answer at their convenience. That’s the point of email.
Sending before you mean to.
Enter the recipient’s email address only when your email is ready to be sent. This helps reduce the risk of an embarrassing misfire, such as sending an important email to the wrong person or emailing a half-written note.
Not reviewing all new messages before replying.
When you return to the office after being away, review all new emails before firing off responses. It might be hard to accept, but odds are, things did march on without you. Replying to something that was already handled by a co-worker can lead to confusion, errors, and wasted time.
Omitting recipients when you "reply all."
Unless there’s an important reason to omit someone, don’t arbitrarily leave people off the response if they were included on the original message.
Composing the note too quickly.
Don’t be careless; write every email as if it will be read at Saint Peter’s Square during the blessing of a new Pope. Be respectful with your words and take pride in every communication.
Underestimating the importance of the subject line.
The subject line is your headline. Make it interesting, and you’ll increase the odds of getting the recipient's attention. Our inboxes are cluttered; you need to be creative and direct to help the recipient cut through the noise.
Violating your company’s email policy.
Many companies have aggressive spam filters in place that monitor "blue" language. From that famous four-letter word to simple terms, such as "job search," don't end up tripping the system by letting your guard down.
E-mailing when you're angry.
Don’t do it. Ever. Recall buttons are far from a perfect science, and sending a business email tainted by emotion is often a catastrophic mistake. It sounds cliche, but sleep on it. Save the message as a draft and see if you still want to send it the next morning.
Using BCC too often.
Use BCC (blind carbon copy) sparingly. Even though it’s supposed to be a secret, it rarely is. Burn someone once, and they’ll never trust you again. Likewise, forwarding email is a great way to destroy your credibility. When people send you something, they aren’t expecting you to pass it on to your co-workers.
Relying too much on email.
News flash! No one is sitting around staring at their inbox waiting for your email. If something is urgent, use another means of communication. A red “rush” exclamation point doesn’t compare to getting up from your desk and conducting business in person.
Hitting "reply all" unintentionally.
This is a biggie. And it's not just embarrassing; depending on what you wrote in that email, it can ruin your relationship with a co-worker or even your boss. Take extra care whenever you respond so you don't hit this fatal button.
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