Email is the best and most popular channel of getting audience engaged and talking to your manager or college . I have sent more than 2 lac+ emails to my audience to share some great content.
But sometimes, we do some mistakes while sending emails. We all do this but it can be avoided.
According to Grammerly, 64% of people make embarrassing typos or grammatical errors.
There is another mistake which i have done when i sent my first email was that i added list of email to my BCC and sent to all my email list. Which was very big mistake of my email marketing. I want to admit this because i don't want you to do the same.
Lets discuss all the mistakes so that you can have check on these while sending emails.
1. Don't use unidentified words in subject:
Some subject lines are so difficult to understand. Choose words which are used in normal language or your users know the meaning. You can use abbreviates so that your audience open and read you mails.
You can put call to actions in mail for getting responses.
2. Don't write a Novel
While writing email for audience and giving them information, a recap, a newsletter or new blog information try to keep the message to reasonable length especially if you are asking for some type of response.
You want to give them complete information then set a meeting, give them a link where they can check whole information and respond to it.
3. Don't CC the world
Sometimes we export our file to mail server of our webmailer. When we click send it automatically send mail to everyone but with CC. I did that mistake and understood the issue with my webmailer.
This CC creates issues because your audience will know that whom you are sending emails.
4. Don't forget about Global Time Zone & Work shift
Not everyone works on the same shift schedule as you. Don't feel the need to respond immediately after hours. Also, be respectful that your message may include recipients who work and sleep on different schedules. Allow them to respond within a timely fashion, or provide an indication if it's critical.
5. Don't BCC someone without letting them know
There are a few reasons to use BCC:
- To respectfully drop someone to reduce noise.
- To send a note to a large distro while protecting recipients identities, and reducing reply-all clutter.
- When you're trying to cover yourself and include either a manger or other interested party.
The first two are reasonable. But most times, people don't realize you've put them on the BCC list, especially when the message is read on a mobile device. It embarrassed me when i have sent my first email to my audience.
If you really need to cover yourself, consider forwarding to manager with the note "This is FYI, as the team works through this. I will keep you posted on progress."
Also, if it's an existing thread and the colleague or manager is currently on the To/Cc list, make it obvious to all that you're dropping them with the professional courtesy of "@thrahul_gupta to BCC". That lets the intended party know that they have no immediate responsibility for follow up.
6. Don't use Auto Admonish
I am starting to see auto-responders trying to guilt me into using other collaborative tools. Like I am no longer use email to talk about projects, instead you can find me on slack.
You're cutting the email cord and you want everyone else to follow. But there may be other reasons to have tighter huddle, especially when sharing confidential matter. So don't expect everyone to convert and don't admonish them for not being as progressive as you.
7. Don't just use your name as your signature
Provide your contact details (full name, email, phone number), and if your role dictates, your hours of work and preferred method of contact. If you're an executive, include contact details of your administrative assistant details.
8. Don't consistently send mails at night
At my starting days, i was sending mails late night. I was not sure that it is dead of night.
If you are doing the same then it might have negative impact on you. Not only do you appear to be a workaholic, but someone will perceive you as approachable at all hours. They will begin to expect your speedy response to most messages and tasks. Also, see the point about respecting time zones and shifts.
9. Don't include a useless Email Disclaimer
Those long email disclaimers that advise " if this email is received in error, immediately destroy it and notify the sender" are both annoying and legally useless. They aren't binding and more text on the page means a lower chance that your missive will be read, especially if it's part of a long thread that repeats your disclaimer upon each response.
This is the list which i think are most embarrassing mistakes while sending emails. But if you wan to include any point in this list please let me know in comments. I will make sure if that point is valid will be included.
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