1. 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 your e-mail and avoid the following mistakes...

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

3. §Mistake # 2: Not Making Subject Line Meaningful l Your e-mail is going to have lots of competition and the reader is going to decide on the order in which he will read his e-mails 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 E-mail Mistakes

4. §Mistake # 3: Failing to change the header to correspond with the subject l If the topic of your email 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 E-mail Mistakes

5. §Mistake # 4: Not personalizing your message to the recipient l E-mail, although less formal, still needs a greeting, especially if we are sending external e-mails 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 e-mail seem cold and impersonal. The Top 12 E-mail 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 e-mail 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 E-mail 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 e-mail is full of flaws, people will question the caliber of the other work that you do. The Top 12 E-mail Mistakes

8. §Mistake # 7: Writing too lengthy messages l E-mail 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 E-mail Mistakes

9. §Mistake # 8: Forwarding e-mail 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 E-mail Mistakes

10. §Mistake # 9: Thinking no one else will read your e-mail Once your e-mail 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 E-mail 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 e-mail. 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 e-mailed. l Avoid adding cute or inspirational messages to your business signature block. The Top 12 E-mail Mistakes

12. §Mistake # 11: Expecting an instant response You don ’ t know when the recipient of your e-mail 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 E-mail 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 E-mail Mistakes