- Business Insider asked an etiquette expert what employees should avoid doing when sending an email.
- When writing an email, it's best practice to include both an appropriate greeting and a closing.
- It's also important to send email updates, especially when you're unable to meet a deadline on time.
From typing in all caps to hitting reply-all unnecessarily, professionals often make subtle missteps when drafting work emails.
Although most of these faux pas are innocent, some mistakes can lead to misunderstandings at work and even impact relationships between coworkers.
That's why Business Insider sat down with business etiquette expert Jacqueline Whitmore to discuss the mistakes to avoid when drafting an email at work.
Here are some of the common mistakes she sees people make.
Including a vague subject line
A well-crafted subject line can determine whether your email gets opened or ignored.
Whitmore told BI that when drafting an email, the subject line needs to be "short, simple, and specific."
This ensures you're not wasting anyone's time and getting your point across simply and effectively.
Using the wrong tone in an email response
When responding to an email, Whitmore said it's good practice to match the tone of the person you're replying to.
For example, some people are more formal, while others are OK with speaking casually.
"If someone addresses you by 'dear so and so,' you would respond in kind by saying 'dear so and so,'" Whitmore told BI.
Alternatively, if the person you're responding to said a simple "hi" in their greeting, you can reply similarly, keeping the conversation more casual.
Skipping the greeting and closing
Although you may be eager to jump straight into your email and send it off, it's best practice to include both a greeting and a closing in your message.
"I always put a greeting whenever I'm corresponding with somebody for the first time," Whitmore said.
Similarly, when closing out an email, she said to include a proper sign-off along with your name and signature.
"Even though the signature may be electronically produced at the bottom with your first and last name, your title, and your company, it's still advisable to end your email with 'best regards' or 'thank you' with your name," Whitmore said.
Using the wrong title or pronouns
When drafting an email to someone you don't know, it's best not to guess their gender.
Whitmore explained that if she doesn't know the person and is unsure of their gender or pronouns, she tries to look them up first. If she can't find information on how they'd like to be addressed, she uses their first name to err on the side of caution.
Forgetting to proofread before pressing send
Before sending off your draft, it's always best to manually proofread the message.
"One of the things that I recommend, especially with very important emails, is that you read it out loud. Sometimes I'll even print it out and go through each word with a pen because if it's really important, every word counts," Whitmore said.
Spell check doesn't always catch every error, so reading the message on your own is an important step in the process.
Sending an email while angry
Although it might feel good in the moment, make sure you're not drafting work emails while angry.
"There are some times where you may feel like just sending an email and just getting it off your desk, but if you're angry, or you're upset, or you're emotional, it's best to wait," Whitmore said.
Instead, she suggests delaying the message or not sending it at all.
"If you do compose that email, fill out the "to" line last, that way, you don't accidentally send it," Whitmore told BI.
Forgetting to send relevant updates
It's important to send email updates, especially when you're unable to meet a deadline on time.
"If you've promised something and it doesn't happen or you can't complete it by a certain date, just let the person know you received their email and that you're working on it, and then you'll get it to them by a certain date," Whitmore said.
A quick update can minimize frustration and confusion with those you're working with.
