How To Write A Professional Email? 7 Email Mistakes To Avoid! Email Writing Tips For Professionals

How many emails do you read and write every single day? Well, I may be writing approximately 10 emails, but I definitely read over 20 emails a day, but guess what I have realized, that a lot of emails do not sound professional. A lot of people make so many mistakes and honestly, an unprofessional email is a huge turn off.

Are you one of those people who make mistakes and do not sound professional as a result?

Well, if you are, then this lesson is for you, because today I’m going to be talking about seven email mistakes that are made by professionals stick with me until the end, because this video is going to help you really write good emails by avoiding those mistakes. The first mistake that you probably make is you don’t personalize your open statement now guess what there are many people who start their email by saying I hope you are fine. I hope you are well really. Is that how you’re going to start your email? Well, let me tell you that these statements don’t really hold any value. They are just emails that you’ve kind of copied and pasted right.

However, I would suggest that you personalize your statement instead of writing something as boring as that. What do I mean start using a statement that is based on the current situation, current situation, of whom the person that you are writing to? What do I mean by that?

Let’s see a few examples suppose if someone has come back to work after going on a vacation, are you going to start by saying? I hope you are fine? No, you simply go ahead and say it’s great to have you back today or you could say. I trust you’ve had a well-deserved break and then you go ahead with the remainder part of your email, which is the actual purpose of your email or let’s say that you’re writing this to someone for a favor. But you know that the other person has already got a lot of work piled up. Are you going to start by saying? I hope you are fine, of course, that guy is not fine.

He’s got so much of work. He’s stressed out. So how do you personalize your opening statement? You can say I hope, you’re managing to hold up with all the work that is piled up. Okay, so be smart, don’t write statements like I hope you are fine. I hope you are well that have no meaning personalize. Your opening statement now there is another way to sound professional. How do you do that? You must use understandable English, it’s good to use nice vocabulary, but your English can be professional if it is easily comprehensible.

So, in order to do that, you must remember that an email has to be well worded. Well, how can you word an email? Well, there are certain ways to do it. The first thing you must do is make the use of phrasal verbs.

Now phrasal verbs are a very smart form of English phrases, which makes your English sound professional, but also very concise and does not make you sound too wordy okay. So let’s have a look at what phrasal verbs we can use now. Most of you probably use the word cancel. I would like to cancel our appointment. I would like to cancel our meeting, there’s no problem with using that word, but you want to make it sound, understandable. You want to make it sound, professional and more concise, so I would say: let’s call off the meeting or let’s have the meeting moved to another date right.

These sound a lot more native english-like as well. Similarly, instead of saying mention, you could simply say hey: can we bring up this issue with our director when we meet next Thursday? Why is the word mention when you can use a more understandable and a more smart English phrase like bring up, or you can say something like I’m gon na hint at this decision when we talk about it in our catch-up next Friday? Okay, so what are we doing?

We are using understandable English, concise English, which ultimately sounds professional. Okay. However, there is also another way to sound, concise and less wordy when you are writing an email, and that is by using smart business. Idioms, like I said, it’s not very important to only sound professional by using big words, you can in fact become less worry and still sound, nice and professional so use smart business idioms. To do that instead of saying busy. Let’S say someone’s called you um to to send a report, but you are busy. Why would you say I am busy at the moment when you can use a smart business idiom which is swamped with work?

I’M sorry, but I’m swamped with work at the moment. Could we arrange this later or could I send it later? On the other hand, there are some people who use the word easily available, nothing wrong with that, but I have a better replacement by using a smart business idiom which is at the touch of a button. So we have software which can perform many functions at the touch of a button, so, as you can see, smart business, idioms and phrasal verbs, they help you make your English, understandable, concise and you end up sounding a lot more professional as a result.

Okay, but like I said there are some more mistakes that you’re probably making so stick with me. Some of you write fragmented emails. Now, what is the meaning of fragmented fragment means something which is broken, something that has cracks in it. Do your emails have cracks in it? I bet. Sometimes your emails might do. What do I mean by that now? There are something there is a. There is a certain language that you need to use called discourse markers or sign posting language in emails. If you don’t use these two little elements in your email, your email becomes difficult to read. In other words, it makes your emails fragmented, because discourse markers they are like the glue they kind of stick together. Your message, your idea, becomes whole only when you have these discourse markers or transition words which help you transition from one idea to the other. Okay.

But let’s understand that a little bit more because discourse markers make your message effective. If you don’t use this course markers your message becomes ineffective and, of course, if your emails are full of discourse markers and with the right sign, posting language, it also becomes coherent, coherent means. There is a logical flow to the idea. A person can understand the main idea, the explanation and the conclusion in one logical Flow by making your entire idea presentable. Let me help you understand that, with an example, now have a look at this email, it’s kind of fragmented.

Let’s read it together. It says we require installing the Prototype for this application. In two weeks we have asked our software Engineers to work on the details. Now there seems to be no connection to these two ideas. These two ideas seem almost isolated as if they are part of two different emails. This seems to be, then there needs to be a sort of connection, and that is why I need to use discourse markers right to connect them to transition from this idea. To the other, in order to make this whole, so what do I use? I would use either in fact, or I would use in order to expedite this – let’s see if we can use either of this or have a clearer transition.

So, if I say something like we require installing the Prototype of this application in two weeks, in order to expedite this, we have asked our software Engineers to work on the details. What am I doing here? I am saying that this requirement is something that we do have. However, if we want to get this requirement done with quickly, we need to do this so to move from idea number one to idea number two: you need this discourse marker. It is a transition which helps the idea become clearer to the person reading it. Alternatively, you can also use, in fact, okay, so use this course. Markers use sign posting language, because that is the glue which brings the ideas together and makes your message effective and coherent and in a nice, organized way.

Okay, now there are some of you who are actually rude in your emails, even though you don’t intend to be rude, and I don’t mean to say that in a very accusatory way. But the the problem is that a lot of us do not use diplomacy in language, so you need to be diplomatic. You need to use something called as tact, which means you cannot be offensive. Okay.

Now, how do you think you can be offensive? We’ll have a look at that in a while. Okay, but direct language should not be used, which means you have to be diplomatic, and you must make your message sound empathetic, which means your message to sound like you are caring about the person that you are writing to now.

How do you do that, like? I said you need to ask or use negative questions, especially when you are making suggestions. Okay, this is only one way of being diplomatic. There are many ways, of course, but now you’re probably wondering how can I be positive and sound nice if I’m using a negative question, let me help you understand that with an example. So if I’m making a suggestion, if I say we should do this, what do you think do you think it is diplomatic, or do you think it is direct? I believe that it’s very direct, because when I say we should do this, it almost sounds like I’m imposing what you should do, what we should do, I’m not even giving you the opportunity to give your idea.

However, if I use a negative question when offering a suggestion, then I sound a little less direct. Let me show you how wouldn’t it be a win-win situation if we did see when I’m using the negative question, wouldn’t it’s almost like me asking you for your opinion, based on what I’ve said, I’m not just imposing my opinion on you, I’m opening this opportunity, for You to also given your opinion in return and therefore you can use diplomatic language in many ways out of which negative questions and suggestions is one of them. Well, there are also a lot of you who make another very simple mistake and a very silly mistake of forgetting to explain attachments.

Well, emails have attachments, but some of us forget to explain it now. What happens if you do that? Well, the logical thing that normally happens is that people that you are writing to. They won’t even check your attachment right. I mean, if you don’t mention that you have sent an attachment. Why would they even check it? I mean they may forget to do that right. You can’t assume they will so you need to mention that. However, what is more important is that you must briefly State what the attachment is about. Okay, no surprises here, don’t wait for someone to open it and get surprised in a good or a bad way.

Tell them what the attachment is about right and make sure that you are connecting the attachment and how it is relevant to the main message, your email message and your attachment. They should have some connection. You can’t write an email about the sales and send an attachment about the marketing agenda. You can do that right, so there has to be a relevance to the two okay, so you need to ensure that you don’t forget to explain email attachments. So let’s have a look at how we can do that. Here’S an example: you can write an email slip in an attachment and write it like this. You can say I have attached a file for your reference, which contains go ahead and mention what it meant or what the attachment contains. It’s got the estimated costs.

It’s got, the list of vendors and the time to procure okay always give those details in.

However, I want to talk about one of the very common mistakes that people make even today, people think that an email is an essay is an email, an essay. No an email was actually made and invented only to write short messages. So, are you announcing too much in one email? Are you well probably you are so.

Therefore, I would suggest that you discuss only one agenda per-email: okay, don’t write an email that talks about everything that you possibly can cramp in there? Okay, so I would suggest you stick with only one or two topics in the agenda, because that is going to be easier for the reader. Okay, if you want the reader to respond faster to you, give the person lesser things to deal with, don’t give them. So many issues, okay, so deal with only one or two topics and make sure that that is one way to help them process and give you the response much faster now the next – and this is one of the biggest mistakes which is unforgivable.

Okay. Nobody can forgive you for this mistake, which is proofreading okay, because proofreading is something that removes grammatical errors, spelling errors, Etc. The silly errors right so now a lot of people. What do we do? We voice type our messages now. That is a good thing to do, because you know software has enabled us to do things faster by voice typing, but sometimes voice typing may not be accurate. It may not give you the exact words that you are looking for. Instead of for your y o, u r, you may end up getting you apostrophe re, which changes the meaning altogether and that’s not a good thing. So, even if you have a AI suggestion, you know a lot of softwares come with a word that gets suggested in the email. Now they may work, sometimes, but a lot of times.

They are not always in the context of the message. Okay, you may mean bear, and you may end up getting the word b-a-r-e instead of b-e-a-r and that’s kind of embarrassing, because it changes the meaning again so AI suggestions, again not 100 reliable, so proofread your proofread, your message, even though you have used software and your Voice typing and your AI suggestions and last of all, make sure that you divide the email into paragraphs.

Okay, make sure that your email is not too hard on the eyes. Like I said, your email should not be a paragraph or a big essay. Your email should be easy to read and understand so make sure you divide the email into paragraphs now I have a little thing. I have a little test for you. I won’t do this for you, but I would like your comments here is an email which is an email with a lot of mistakes. Okay, so please take a screenshot. You can just pause. The video here takes a screenshot and your goon an tell me what email mistakes you can detect.

Okay, there could be five mistakes. Six mistakes – I don’t know. I want you to tell me how many mistakes are there and what those mistakes are. That way. I will know if you have understood this video and that way, I will be sure that you are not go on and make those email mistakes anymore. Okay, so I will be back with a new lesson but make sure that you incorporate whatever you’ve learned today. You learn how to write your emails by avoiding these mistakes and using the right form of language and techniques to avoid email mistakes, thereby sounding more professional I’ll, be back with some more lessons. Rental then keep practicing and keep writing professional emails. Take care.

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