Ways to reduce Human Errors while writing Professional emails
1. To/CC Column:
Usually, we fill these columns right at the beginning of composing our mails. However, mentioning the recipient’s id in these columns should be our last step. By adopting this practice, we may reduce chances of sending half drafted or incorrect mails.
2. Blind Carbon Copy (BCC):
Try and avoid filling this column. Marking someone in this column may cost you a suspension from your job. Some organizations consider this as breaching the security and may blame you in passing the confidential information unethically.
Never mention your personal email id’s in this column, or else you will end up in trouble.
*Marking BCC is allowed for some profiles. But, it differs from process to process.
3. Don’t write entire content in the subject line:
No matter at what designation you are at, it’s a wrong practice to send a mail where the entire content is mentioned in the subject column ,leaving the message body of the mail totally blank. Most of the times, the intention is to save the time for both sender and receiver However, it’s unprofessional. By doing this, you are unlocking rooms for ambiguity and delivering an incomplete communication.
Remember, the subject line should pronounce only the crux of the mail and the message body should talk about it in details.
4. Each mail catering Single Purpose:
While composing a professional email, stick to single purpose in each mail.Be it updating your team on some client requirement or sending weekly reports, never merge two different purposes in a single mail.
Compose separate mails for different purposes. This way, each purpose is given the required amount of importance. Communication would be more effective when the purpose is well concentrated and well maintained.
5. Your Signature: Keep it simple.
Overdoing anything in the professional world would invite unnecessary complications. Simple signature leads to greater impact . Let your Name, Designation and Organization speak for your rather than decorating it with quotations (specifically alien languages). Also avoid color highlighting, bold or underlined words. Try using commonly used fonts like Arial, Times Roman, Calibri because most systems have these installed.
Head- Training Delivery