Important things to keep in mind before sending an email

E-mail has become a part of today’s ‘smart’ era. From home to office, e-mail plays an important role in our daily routine. If it is office, then e-mail to boss or colleague. If it is home, then e-mail to the concerned company to request for service/repair. It can be said that e-mail has become the only way to express your views in a professional manner. In such a situation, it is important to be as clear while sending an e-mail as you are careful about the method. There is no list of basic rules regarding e-mail, but some advice is definitely given regarding its professional use.

If you send e-mails through mediums like Gmail, Yahoo, Hotmail, Outlook, then some mistakes can be avoided. What are those small things that we often ignore while sending e-mails? Let’s find out…

Mark an email as urgent

The intention behind marking any email as ‘urgent’ is that your message is very important. It is advised that if you are writing some such matter in the email, which does not require an immediate reply, then avoid marking the email as urgent. This habit of yours can spoil your image professionally.

Use of SMS language

If you write ‘Thanks’ as Tkw and ‘Sorry’ as Sry in your e-mail, it may prove costly for you. This kind of behaviour in the office can not only spoil your image, but you may also get a written warning for it. Remember, keep the language of SMS limited to text messages and WhatsApp only. Do not make it a part of the e-mail.

leave the subject blank

Many times while writing an email, we forget to write the subject in a hurry. Some users deliberately leave the subject line blank. In both cases, the importance of what you say is reduced. What is written in the subject line gives the receiver a hint about the matter. In such a situation, if you have left the subject line blank, then it is very likely that what you have said in detail may not be understood as accurate. Nowadays, apps like Outlook also warn users before sending mail without a subject. … So avoid making the mistake of leaving the subject blank.

Create emojis and smileys

E-mail is a means of expressing your opinion in a professional manner. Along with expressing your opinion in as few words as possible, keep in mind that you should not use emojis and emoticons. You may be doing this with positive intentions, but emojis do not matter in professional language. The topic on which you have expressed your opinion may lose its seriousness due to emojis. Avoid sending too much content in attachments as well.

Choice of fonts

Along with the language of the email, the choice of fonts also matters. Tampering with the fonts and colors used while writing an email affects your image. Avoid using background images and choosing colorful and slanting fonts. Yes, if this mail is about your birthday or anniversary, then you can take this liberty.

CC/BCC feature and mail length

The CC/BCC feature in email is to include other important persons in your conversation. If you unnecessarily tag someone in this feature, it can be inconvenient for you. Another thing to keep in mind is the length of the mail. Try to keep your point in as few words as possible through email. Saying your point in too many words can distract you and the receiver from the point.