Email is the lifeline of most workplaces. Whether you’re sending updates, asking questions, or connecting with coworkers, your email game can make a lasting impression. For young professionals just entering the workforce, understanding email etiquette can feel like decoding a secret language. But don’t stress! With a little practice and the right tips, you’ll soon write emails that are professional, clear, and well-received.
Here’s a friendly guide to the most common email mistakes in the workplace and how you can dodge them like a pro.
Overloading the Email with Details
We get it—you want to be thorough. But packing too much information into a single email can overwhelm the reader. Long paragraphs and excessive details can bury your main point and make the recipient lose focus.
Fix It:
Keep it simple. Stick to one main idea per email, and use bullet points for any key details. This makes your message easier to read and process. If there’s a lot to discuss, consider scheduling a meeting instead.
Forgetting to Proofread
Typos and grammar mistakes might seem small, but they can send the wrong message about your attention to detail.
Fix It:
Always give your email a quick review before hitting send. Better yet, use tools like Grammarly or your email’s built-in spell check to catch errors. It’s a small step that goes a long way in looking polished and professional.
Skipping the Subject Line (or Writing a Vague One)
A subject line like “Hi” or “Quick Question” doesn’t tell the recipient much about the purpose of your email. On the flip side, not including a subject line at all can make your message look unimportant—or worse, like spam.
Fix It:
Make your subject line clear and specific. Examples:
- “Team Meeting Agenda for Thursday”
- “Follow-Up on Marketing Proposal”
- “Question About Onboarding Documents”
Using an Unprofessional Tone
When you’re used to texting and social media, it’s easy for casual language to creep into your emails. While you don’t need to sound like a robot, overly casual phrases like “Hey dude!” or “LOL” can come off as unprofessional.
Fix It:
Find a balance between friendly and professional. A greeting like “Hi [Name]” and a closing like “Best regards” or “Thanks” works well for most workplace emails.
Hitting “Reply All” When You Shouldn’t
It’s tempting to reply to everyone on a group email, especially if you’re excited to chime in. But if your response isn’t relevant to everyone, it can clutter inboxes and annoy your coworkers.
Fix It:
Before hitting “Reply All,” ask yourself: Does everyone on this thread need to see my response? If the answer is no, reply only to the sender.
Sending Emails at Odd Hours
We all work differently, and you might feel most productive at 11 p.m. But sending emails late at night or early in the morning can set unrealistic expectations for availability or work hours.
Fix It:
Use your email platform’s scheduling feature to send messages during standard business hours. This keeps communication professional and respects others’ time.
Not Including a Call to Action
Ever sent an email that got no response? It could be because the recipient wasn’t clear on what you wanted them to do.
Fix It:
End your email with a specific call to action. Instead of saying, “Let me know what you think,” try: “Can you review this by Wednesday and share your feedback?”
Ignoring Email Threads
When you don’t reply to ongoing threads or fail to follow up, it can make you seem unresponsive or disengaged.
Fix It:
Stay on top of your inbox and respond promptly, even if it’s just to say, “I’m working on this and will follow up soon.”
Overusing Exclamation Points and Emojis
We know you’re excited, but ending every sentence with an exclamation point or filling your email with emojis can make you seem overly casual—or worse, unprofessional.
Fix It:
Save exclamation points for moments when you really need to express enthusiasm, and leave the emojis for Slack or text messages.
Wrapping It Up
Workplace emails don’t have to be intimidating. By avoiding these common mistakes and focusing on clear, professional communication, you’ll quickly earn a reputation as someone who’s on top of their game.
Email is one of your most powerful tools in the workplace—master it, and you’ll not only get your message across but also make a great impression.