6 Things to Avoid in Professional Emails
We’ve all been there, haven’t we? Think back to the last time you said something you regret. Was it mean, rude, or inconsiderate? Imagine watching yourself send that through your business email. Once it is sent in an email, there is no undoing it. The good news is that you’re not alone. Below are six things to avoid when sending emails from your business.
1. Informalities: Informalities include things such as all lowercase letters, texting language or informal greetings. Text language examples include “gr8, haha, lol, jk.” Informal greetings can include such things as “What’s up, Holla, etc.” These just do not sound professional. It’s best to save these for personal emails with your friends.
2. Long-winded requests and explanations: You want your response to be brief and to the point. Everyone is busy, and they don’t have time to read a 4 paragraph email when all you needed to send was 2 sentences. If your email is more than a few paragraphs, pick up the phone and talk through your requests or explanations.
3. Disagreements: If you have a disagreement with a client, it’s best to fix it face to face. Emotions are not easily understood in email, and it could only make the disagreement worse. I know it is difficult to talk through disagreements but it is well worth the effort when your business reputation is on the line.
4. Negativity: Email is not meant to be used as a way to gossip. If you have something negative to say or share, be sure to keep it out of your business email. If needed, it’s best to work out those thoughts in person or share gossip through your personal email.
5. Firing a client: Firing a client should never happen over email. It is best to take the time to either call your client or set up a meeting in person. It is professional and it will save your reputation.
6. Extra words that change your message: We always want to sound confident in the business emails we send. Adding phrases like “I may be wrong, but…” or “Does that make sense?” can make us sound unsure or not confident in what we are saying. Business emails should be clear in meaning and show your confidence.
If you have received business emails with any of these mistakes, you know how important it is to use common sense and caution when sending emails from your business.
Do you have any of your own business email rules? Please share them in the comments.
Thank you for this post! I am guilty of 1 and half of these recommendations…
With friendors(vendor friends) I’ve used the occasional “lol”, but I would not normally use informalities with clients.
However, I somewhat disagree with #5. I agree that if you fire a client, the conversation should occur over the phone or in person first, but a letter or email should follow. I’ve actually had to “fire” a vendor who was non-responsive, and was very hard to get a hold of them when our team needed them. I did not have a mailing address, and time was of the essence of our upcoming event, so I sent the vendor an email stating “we no longer need your services”. I think that in instances such as these, there needs to be something in writing, whether it be over mail, email, or fax. I don’t think I am with texting, “we no longer need your services” just yet.
Thanks for your comment Nan. I agree that a written communication should follow after a phone call where you fire a client or vendor. Thank you for mentioning it!