18 Common Work E-mail Mistakes

Primary communication tools. And given the number of messages we send and receive, we do it with remarkable success.But as with anything, the more e-mails we send, the more likely we are to screw one up. And simple e-mail mistakes can be disastrous. They can cost us a raise, promotion–even a job.
With a new year upon us, this is the perfect time to go through some of the worst e-mail mistakes employees make and how to avoid them.

1. Sending before you mean to

Enter the recipient’s e-mail address only when your e-mail is ready to be sent. This helps reduce the risk of an embarrassing misfire, such as sending an important e-mail to the wrong person or e-mailing a half-written note.

2. Forgetting the attachment

 If your e-mail includes an attachment, upload the file to the e-mail before composing it. This eliminates the embarrassing mistake of forgetting it before hitting “send,” and having to send another e-mail saying you forgot to attach the document.

3. Expecting an instant response

Don’t send an e-mail and show up at the recipient’s desk 30 seconds later asking if they’ve received it. They did, and they’ll answer at their convenience. That’s the point of e-mail.

4. Forwarding useless e-mails

I’ve never seen a single e-mail forward at work that was beneficial. Whether it’s a silly joke or a heartwarming charity, there’s never a time to share an e-mail forward using your work e-mail.

5. Not reviewing all new messages before replying.

When you return to the office after a week or more away, review all new e-mails before firing off responses. It might be hard to accept, but odds are, things did march on without you. Replying to something that was already handled by a co-worker creates extra communication, which can lead to confusion, errors, and at the very least, wasted time for everyone involved.

6. Omitting recipients when you “reply all.”

Unless there’s an important reason to omit someone, don’t arbitrarily leave people off the response if they were included on the original message.

7. Including your e-mail signature again and again

 Nor do you need to include it at the end of an e-mail you send to your long-time co-worker who sits six feet away. If you have your e-mail program set to automatically generate a signature with each new message, take a second to delete it when communicating with someone who knows who you are. It’s always wise to include your phone number, but the entire blurb with your title and mailing address is often nothing but clutter.

8. Composing the note too quickly

Don’t be careless; write every e-mail as if it will be read at Saint Peter’s Square during the blessing of a new Pope. Be respectful with your words and take pride in every communication.

9. Violating your company’s e-mail policy

Many companies have aggressive spam filters in place that monitor “blue” language. From that famous four-letter word to simple terms, such as “job search,” don’t end up tripping the system by letting your guard down.