When writing an Email you are expected to maintain a certain professional manner. Yet since time immemorial, people have received and sent documents which have been ripe with professional inaccuracies. Here are some of the most commonly made mistakes that you should avoid while writing an email.
It is a common occurrence to see professional documents written unabbreviated jargon, like – “C u on d nxt meetng.” Shorthand is acceptable on across mobile platforms where the need to be detailed is not mandatory. Writing for professional documents on the other hand, requires strict adherence of this principle. You cannot hope to write in such a language and expect praise. Personal comfort levels should not be made a part of during a business conversation.
The use of passive voice in professional language is unethical and simply wrong. Although it might be correct on a grammatical level of consideration, it is extremely vague on a professional level. Thus using – “The recommendations reports were received by us” is inappropriate when compared to “We have received the recommendation reports.” Active voice lends a clear tone of authority to the written word and eliminates any scope of misunderstanding whatsoever.
Exclamation point was rightfully incorporated to include feelings of thrill and excitement to the written language but to include an excess of it actually does away with the professional austerity of work documents. It is important to make it a point that you can only use it once in a sentence to emphasize emotional impact. Otherwise it just seems like a juvenile attempt instead of being a professional one. Ideally they should be used sparingly or none at all when you are in doubt.
As the subject line is something that introduces the reader to the body of the email, it is advised that they be written as clearly as possible. When not followed clearly, it tends to create a great deal of confusion. Getting into the habit of summarizing email contents in the subject line will prove to be a fruitful exercise.
Nothing feels more annoying than having to read a shower of complicated language when going through a simple work-related letter. While using company jargon might make you feel like a high-roller, it only ends up defeating your purpose. No matter how learned one is, the beauty of simple language will never fail them. This will reduce errors and ridicule on your part and help you save face within the organization.
While it is acceptable to bend a couple of rules here and there, it is not advised to flout them all the way. Following this list will prevent any such blunders in the future and shall help you work better.