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The Top 12 E-mail Mistakes If you want to impress all that you come into e-mail contact with and build positive business relationships, pay attention to.

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Presentation on theme: "The Top 12 E-mail Mistakes If you want to impress all that you come into e-mail contact with and build positive business relationships, pay attention to."— Presentation transcript:

1 The Top 12 Mistakes If you want to impress all that you come into contact with and build positive business relationships, pay attention to your and avoid the following mistakes...

2 §Mistake # 1: Omitting the Subject Line l With the huge volume of that we send and receive everyday, the subject line is essential if you want your to be noticed and read. The Top 12 Mistakes

3 §Mistake # 2: Not Making Subject Line Meaningful l Your is going to have lots of competition and the reader is going to decide on the order in which he will read his s based on who sent it and what it is about. Your subject line should be related to your message and specific. Don ’ t just put “ Hi ”, “ Hello ” or something generic. The Top 12 Mistakes

4 §Mistake # 3: Failing to change the header to correspond with the subject l If the topic of your changes when you reply, your subject line should also change. This makes it easier to refer back to in the future. l You can also choose to start a new message altogether. The Top 12 Mistakes

5 §Mistake # 4: Not personalizing your message to the recipient l , although less formal, still needs a greeting, especially if we are sending external s to clients. Begin with “ Dear Mr/Mrs xxx ”, “ Dear Jane/John ”, “ Hello Jane/John ”, or just “ Jane/John ”. Failure to put in the person ’ s name could make you and your seem cold and impersonal. The Top 12 Mistakes

6 §Mistake # 5: Not accounting for tone of the message l Since there is no face-to-face or verbal contact, the recipient of your has no visual or vocal cues to gauge your reaction or your intention. l Choose your words carefully so that you are not misinterpreted. l Avoid sending jokes or sarcastic remarks because these might be taken the wrong way. The Top 12 Mistakes

7 §Mistake # 6: Forgetting to check spelling & grammar l Spell-checking functions will only catch misspelled words but not misused ones, so always proofread! l All communication, whether verbal or written, is a representation of you. If your is full of flaws, people will question the caliber of the other work that you do. The Top 12 Mistakes

8 §Mistake # 7: Writing too lengthy messages l is meant to be brief and concise. l Use only a few paragraphs and a few sentences per paragraph because the reader usually just skims through the message. l If you find yourself writing an overly long message, pick up the phone or call a meeting. The Top 12 Mistakes

9 §Mistake # 8: Forwarding without permission l If the message was sent only to you, why should you take the responsibility of passing it on? l Too often, confidential information has been leaked because of thoughtless forwarding of messages. l Unless you are asked to forward it or you have asked permission to do so, refrain from forwarding anything that was sent to you alone. The Top 12 Mistakes

10 §Mistake # 9: Thinking no one else will read your Once your has left your mailbox, you don ’ t know who ’ s going to read it or where else it will end up. Don ’ t send anything that can be used against you or embarrass you. l Use other means to communicate personal or sensitive information. The Top 12 Mistakes

11 §Mistake # 10: Leaving out your signature l Always close with your name and your position, even if it already appears at the top of the . l Also add contact information such as your phone, unit/branch, fax, address because the recipient may want to contact you or send you documents that cannot be ed. l Avoid adding cute or inspirational messages to your business signature block. The Top 12 Mistakes

12 §Mistake # 11: Expecting an instant response You don ’ t know when the recipient of your reads his messages so don ’ t post “ action or else ” messages. l If you need feedback right away, pick up the phone. The Top 12 Mistakes

13  Mistake # 12: Completing the “ To ” line first This should be the last item that you fill up. If you enter the recipient ’ s name first, a mere slip of your finger could send the message out before it ’ s time. If you leave the “ To ” line blank, and inadvertently press “ Send ”, it will not go out of your mailbox. l Check the body of the message carefully first for correct grammar, punctuation, spelling and clarity. l Check for any attachments that you need to include. The Top 12 Mistakes


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