"The Top Twelve 
E-Mail Mistakes"
By Lydia Ramsey
Your e-mail is as much a part of your professional image as the clothes
you wear, the postal letters you write (assuming you still do), the greeting on your voice mail and the handshake you offer.
If you want to impress on every front and build positive business relationships,
pay attention to your e-mail and steer clear of these top twelve e-mail mistakes:
1. Omitting The Subject Line.
We are way past the time when we didn't realize the significance of the
subject line. It makes no sense to send a message that reads "no subject" and seems to be about nothing. Given
the huge volume of e-mail that each person receives, the subject header is essential if you want your message read any time
soon. The subject line has become the hook.
2. Not Making Your Subject Line Meaningful.
Your header should be pertinent to your message, not just "Hi" or "Hello."
The recipient is going to decide the order in which he/she reads e-mail based on who sent it and what it is about. Your e-mail
will have lots of competition.
3. Failing To Change The Header To Correspond With The Subject.
For example, if you are writing your web publisher, your first header may
be "Web site content." However, as your site develops and you send more information, label each message for what it is, "contact
info," "graphics," or "home page." Don't just hit "reply" every time. Adding more details to the header will allow the recipient
to find a specific document in his/her message folder without having to search every one you sent. Start a new
message if you change the subject all together.
4. Not Personalizing Your Message To The Recipient.
E-mail is informal but it still needs a greeting. Begin with "Dear Mr.
Broome," "Dear Jim," "Hello Jim," or just "Jim." Failure to put in the person's name can make you and your e-mail
seem cold.
5. Not Accounting For Tone.
When you communicate with another person face to face, 93% of the message
is non-verbal. E-mail has no body language. The reader cannot see your face or hear your tone of voice so choose
your words carefully and thoughtfully. Put yourself in the other person's place and think how your words may come across in
Cyberspace.
6. Forgetting To Check For Spelling And Grammar.
In the early days of e-mail, someone created the notion that this form
of communication did not have to be letter perfect. Wrong. It does. It is a representation of you. If you don't check to be
sure e-mail is correct, people will question the caliber of other work you do. Use proper capitalization and punctuation,
and always check your spelling. Remember that your spellchecker will catch misspelled words, but not misused ones. It cannot
tell whether you meant to say "from" or "form," "for" or "fro", "he" or "the."
7. Writing The Great American Novel.
E-mail is meant to be brief. Keep your message short. Use only a few paragraphs
and a few sentences per paragraph. People skim their e-mail so a long missive is wasted. If you find yourself writing an overly
long message, pick up the phone or call a meeting.
8. Forwarding E-Mail Without Permission.
Most everyone is guilty of this one, but think about it. If the message
was sent to you and only you, why would you take responsibility for passing it on? Too often confidential information has
gone global because of someone's lack of judgment. Unless you are asked or request permission, do not forward anything
that was sent just to you.
9. Thinking That No One Else Will Ever See Your E-Mail.
Once it has left your mailbox, you have no idea where your e-mail will
end up. Don't use the Internet to send anything that you couldn't stand to see on a billboard on your way to work the next
day. Use other means to communicate personal or sensitive information.
10. Leaving Off Your Signature.
Always close with your name, even though it is included at the top of the
e-mail, and add contact information such as your phone, fax and street address. The recipient may want to call
to talk further or send you documents that cannot be e-mailed. Creating a formal signature block with all that data is the
most professional approach.
11. Expecting An Instant Response.
Not everyone is sitting in front of the computer with e-mail turned on. The
beauty of Internet communication is that it is convenient. It is not an interruption. People can check their messages when it suits them, not you. If your communication is so important
that you need to hear back right away, use the phone.
12. Completing The "To" Line First.
The name or address of the person to whom you are writing is actually the
last piece of information you should enter. Check everything else over carefully first. Proof for grammar, punctuation, spelling and clarity. Did you say what needed to be said?
How was your "tone of voice"? If you were the least bit emotional when you wrote the e-mail, did you let it sit
for a period of time? Did you include the attachment you wanted to send? If you enter the recipient's name first, a mere slip
of the finger can send a message before its' time. You can never take it back.
E-mail makes everything easier and faster including making a powerful business
impression and establishing positive professional relationships. The businessperson who uses the technology
effectively and appropriately will see the results of that effort reflected in the bottom line.
© 2004, Lydia Ramsey. All rights in all media reserved.
About the Author
Lydia Ramsey is a business etiquette expert, professional
speaker, corporate trainer and author of MANNERS THAT SELL -ADDING THE POLISH THAT BUILDS PROFITS. She has been
quoted or featured in The New York Times, Investors' Business Daily, Entrepreneur, Inc.,
Real Simple and Woman's Day. For more information
about her programs, products and services,
