Email misunderstandings happen every day. However, you can easily avoid these misunderstandings by just taking the time to make sure you have all the bases covered.
All we need is to avoid rushing through our email activities. That is, if you want to ensure your email is received, read, and understood as intended by the recipient.
Here’s a quick checklist of the items I have found to be the most significant troublemakers that you need to check before clicking Send:
Before You Click “Send” Email Checklist
Make sure your email includes a courteous greeting and closing. Again, it helps to ensure your communications do not appear demanding or terse.
Spellcheck to reflect that you are educated and can communicate clearly in writing. Emails with typos are not taken as seriously.
Read your email aloud to make sure the tone is what you intend. Avoid relying on formatting for emphasis; instead, choose the words that reflect your meaning. A few additions of the words “please” and “thank you” when appropriate go a long way.
Be sure to include all relevant details or information necessary to understand your request or point of view. Generalities can often cause confusion and unnecessary back-and-forth.
Are you using proper sentence structure? Is the first word capitalized with appropriate punctuation? Refrain from using multiple instances of !!! or ??? to avoid being perceived as rude or condescending.
If your email is emotionally charged, walk away from the computer and wait to reply until your emotions have settled. Then review the sender’s email again to ensure you are not reading anything into it that isn’t there.
Refrain from using the Reply to All feature to CYA or give your opinion to those who may not be interested. In most cases, replying to the sender alone is your best course of action.
If sending attachments, did you check the file size and format to make sure you don’t unnecessarily gobble up the other side’s bandwidth and that they have the software to view your file? Did you ask first when the best time to send it would be?
Make one last check to ensure the visible address or addresses in the To field are the ones you wish to send your reply to. In the case of multiple addresses, make sure they know each other; otherwise, use the BCc.
Little Steps Can Make a Big Difference
When you consider the above issues in your day-to-day email activities, you will avoid misunderstandings and be known as someone who is a pleasure to communicate with. It’s a win-win!
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