Email mistakes, do you make these?

E-mail has become the communication method of choice for many businesses.

Today e-mails can send powerful messages about your business, and your professional image. To impress on every front pay attention to your e-mails and avoid these common mistakes.

Not re-reading

Take a minute to read over what you have written before hitting send. Spelling mistakes, poor grammar, errors of omission, even the wrong words are all common.

They give readers the wrong impression about you and your business.

Time to read

Assuming people have the time to read lengthy emails is dangerous. Most of us have shorter attention spans when reading on a screen than in print. Avoid this problem by putting all the most important information in the first paragraph. E-mail is meant to be brief.

Not telling me what you want me to do

Make it clear what you want me to do when I have read your email. What action do I need to take?

Ignoring Etiquette

Make sure you have an opening (Dear) and an ending (regards) Failure to include the person’s name can make your email seem impersonal and cold.

Not matching the tone of the sender

Email has no body language signals; the reader cannot see you or hear how you speak. Be careful with the words you choose. Ask yourself “ how would I feel if I received this email?” Put yourself in the other person’s place.

Not having a meaningful subject line

Your email is in competition to be read with the hundreds of others the reader may receive in a day. Readers decide the order in which they read email based on the subject line and the sender. Make sure the subject line is meaningful and relevant. The subject line has to be the hook that gets attention and a desire to open the email.

Expecting an instant response

Not everyone is sitting at his or her computer waiting for your email. Email communication should be convenient not an interruption. If it is really urgent use the phone!

Over relying on email

“I sent you an email” if it is important it may be worth checking that it has been received.

Send in haste

Think twice before sending that email that may be a bit emotional. Let it sit for a while before you send it. Do not say things in email that you would not say in person or on the phone.

E-mail is not for everything

Some things are still best handled face-to-face or in other forms of communication. Confidential information and bad news should not be communicated by e-mail.

Leaving off your contact details

Make sure you include your signature, your phone details and address as well as email details. People may want to call you to discuss some aspect of your email or send you documents that cannot be emailed.

Missing attachments

From simply forgetting to include to sending in a format that is not suitable for the reader. If in doubt check first. Also tell the reader there is an attachment.

Failing to target

All and every marketing message needs to be clearly targeted to reach the right customers with the right offer Avoid the temptation to send your e-mail to the world because it is cost effective.

Not for first Contact

Avoid using e-mail for your first contact with a prospect if you do not want them to hit “delete.” Use e-mail instead to keep in touch with customers and prospects.

Personal help just for you

For personal help with marketing and sales to grow your business contact me on 01226 290288 or email Gareth@gapmanagement.co.uk

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If there is a subject you would like covered send an email to gareth@gapmanagement.co.uk

About GAP Management

GAP Management helps business owners and managers to focus their sales and marketing efforts to be more effective and to find win and keep customers, to grow their businesses and be successful whether they market in person, in print or on the web.