What things you should avoid in a work E-mail?
All the emails that you send and receive are seen by your employer. The type of things you write in emails can create a lasting impression in the mind of your boss. Most importantly, do not use your work email for your personal mails. Avoid using the professional email to send or share casual stuff with your friends and family. Only access it to communicate work-related messages. A wrong email can even cost you your job loss. So you must know what you should and should not say in your work email. Let us have a look at a few of them.
What To Avoid In A Work Email?
#1. Informal Words
Professional emails should not be considered as a replacement for your chatting mediums. Use of informal words and slangs in work email is a definite NO here. It is not the platform to use text language or short forms for words like LOL, BTW, wassup and heya! This will create a very bad influence on others especially if someone senior at work makes use of such words. Also, usage of emoticons makes you look like a kid who just got out of school. So, avoid that as well when you are in the professional confines. You would not want people to mistake you for an unprofessional person. So, create a good impact with your words on others.
#2. Long Explanations
Time is everything and you do not want it to be wasted when you have a lot of work piling up on your desk. Nobody likes to read emails which are filled with unnecessary long explanations. If there is something that you want to convey to your boss or a colleague, keep the message crisp and to the point. If you want to give a reason for not submitting your work on time, let them know for example that you had a headache. Do not tell the entire process of feeling a headache and then taking a medicine. Nobody has got time for that. If you really want to discuss the details, walk up to the person and have a one-to-one discussion.
#3. Filing Resignation
We often happen to consider that filing a resignation via an email will look more professional than the word of mouth. But it is quite the opposite. You can be confused here thinking that if you can apply for the job through an email, why not leave the job the same way. Well, they are two different things. Also, you might be having a better chance of making the boss understand the reason of the resignation when you discuss things face-to-face. The words your boss reads on a computer screen might not show the same level of emotion that you might portray when you strike an inter-personal conversation. So try to avoid a resignation in an email.
#4. Extra Polite Words
We know that professional emails should be written in a polite way. But in an attempt to do that, we at times end up overdoing it. That makes our email look like a book of filler phrases. Phrases like “sorry to disturb you” or “hope you are not busy with something” or “let me know if I am wrong” will make you sound very unsure of yourself. You might only be trying to sound polite, but your colleague might interpret it as a sign of lack of experience and confidence. So whatever you say, do not end up questioning your decisions. Have a firm voice and poised tone while writing a professional email.
#5. Follow The Company’s Trend
Every company has a different trend when it comes to communicating with the colleagues. Some companies will straight away ask to mind your work while at the office. They do not promote any employee relations during work hours. So you have to go with the policies and not ask things which are not related to work in your work emails. In a completely opposite environment, if you do not ask about someone’s ailing family member, you will be considered rude. So it is better if you know the workplace you are working in so as to function in sync with everyone else and avoid yourself any unnecessary trouble.
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