Ever hit "send" on an email only to realize moments later that it was a mistake?
Maybe you sent it in an emotional furry or forgot to proofread your final draft.
That sinking feeling could be a sign that your emails are costing you big opportunities and damaging your reputation.
But don't worry, with a few simple tweaks, you can turn your emails into a powerful tool for success, and I am here to show you how.
Emailing is an essential communication tool in today’s professional world. With 86% of professionals preferring email for business communication, it’s crucial to get it right.
Yet, many people fall into common traps that can make their emails less effective and even harmful to their careers.
In this blog, we'll explore how to fix your email habits in three simple steps: leaving emotions out of your emails, ensuring they are structured and legible, and checking for grammatical errors.
Step 1: Leave Emotions Out of It
One of the biggest pitfalls in email communication, and even texting for that matter, is letting emotions dictate your message.
We’ve all been there! Super heated from an interaction, put-off from a piece of feedback we received, or simply not having a great day.
Emotional emails can come across as unprofessional and can damage your relationships with colleagues and clients, yet this continues to happen all too frequently.
We are human afterall, right?
Why Emotions Don’t Belong in Emails:
- Misinterpretation: Without body language and tone, it’s easy for the recipient to misinterpret your words.
- Professionalism: Emotional outbursts or overly enthusiastic tones can be seen as unprofessional.
- Decision-Making: Emotionally charged emails can lead to poor decision-making and regret later.
How to Keep Emotions in Check:
- Take a Breather: If you’re upset or overly excited, wait before typing out your email (or text)! Give yourself time to cool down and think rationally.
- Draft First: Write your initial thoughts in a draft, then come back later to revise with a calmer mindset.
- Objective Language: Here is the ultimate ingredient! Focus on facts and use neutral, professional language to convey your message.
Being as objective as you can, in many situations even outside of simply emailing, can really do wonders and put you in a primed position to make the right judgment call.
Step 2: Craft Legible Emails
Have you ever received an email or text that was just one…long…unbroken…paragraph?! What an eye-sore!
This is definitely not the way you want to present yourself or your message.
A well-structured email is easy to read and understand. Long, unbroken paragraphs can overwhelm the reader and dilute your message (if it even gets read at all!)
Why Structure Matters:
- Readability: Clear structure helps the recipient quickly grasp the main points.
- Professionalism: A well-organized email reflects your ability to communicate effectively and professionally.
- Engagement: Easier-to-read emails are more likely to get a response.
How to Improve Your Structure:
- Use Bullet Points: Break up complex information into bullet points for clarity.
- Short Paragraphs: Keep paragraphs short and to the point. Aim for 2-3 sentences per paragraph. Think about how most people read and digest information.
- Headings and Subheadings: Use bolded or underlined headings to organize longer emails into sections, making them easier to navigate.
Step 3: Check for Grammatical Errors
Nothing screams unprofessional more than an email riddled with grammatical errors. Errors can undermine your credibility and distract from your message.
While we ALL make mistakes here and there, there are intentional ways we can best mitigate them.
Why Grammar is Crucial:
- First Impressions: Grammatical errors can create a negative first impression.
- Clarity: Proper grammar ensures your message is clear and understood as intended.
- Professionalism: Attention to detail in writing reflects your overall professionalism and care.
How to Avoid Errors:
- Proofread: Always review your email before sending. Read it out loud to catch mistakes you might miss when reading silently.
- Use Tools: Leverage tools like Grammarly, Hemingway Editor, or even the built-in spell checker to catch and correct errors.
- Ask for Help: If it’s an important email, consider having a colleague review it for you.
Bonus Tip:
Here’s one for all of the leaders out there - Be mindful of when you send your emails.
I’m sure we’ve all been on the receiving end of an email coming through late at night right before bed that causes us to immediately begin to stress about work the next day.
Don’t be that sender!
Employees who engage in after-hours work-related emails experience higher levels of stress and lower sleep quality.
Do your best to think of the recipient and what their schedule could possibly look like. What could you be interfering? Is the email a “right now urgency” or could it wait?
Stick to sending emails during work hours to maintain a healthy work-life balance.
In Conclusion...
By following these three steps—leaving emotions out of your emails, crafting them in a legible and structured manner, and checking for grammatical errors—you can greatly enhance your email communication skills.
These improvements will not only help you avoid costly mistakes, but also strengthen your professional reputation, relationships, and open up new opportunities.
Remember, every email you send is a reflection of your personal brand, so make each one count!
Happy emailing!
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