Professional Development
Write Like a Pro: 5 Common Business Email Mistakes to Avoid
Email remains a primary form of business communication, but it's also a minefield for potential misunderstandings. For non-native English speakers, the challenge is even greater. A poorly written email can undermine your professionalism and cause confusion. Avoiding a few common mistakes can dramatically improve your communication.
Let's look at five frequent errors and how to fix them. The BizVoc app can help you master the right vocabulary to sound professional and clear in all your written communication.
The 5 Common Mistakes
1. Vague or Missing Subject Lines
The Mistake: Using subjects like "Question," "Meeting," or leaving it blank. Busy professionals receive hundreds of emails; a vague subject line is easily ignored or lost.
The Solution: Be specific and concise. Include the topic and, if relevant, the action required.
Instead of: "Report"
Try: "Q3 Sales Report - Draft for Review by EOD Friday"
2. Incorrect Tone (Too Casual or Too Formal)
The Mistake: Using slang, emojis, or overly casual greetings (e.g., "Heyyy") with senior colleagues or new clients. Conversely, being excessively formal with a close team member can seem cold or unnatural.
The Solution: Mirror the tone of the person you're writing to, or err on the side of professionalism if you're unsure. Pay attention to their greetings and sign-offs.
Safe Bet for First Contact: "Dear Mr./Ms. [Last Name]," or "Hello [First Name],"
Safe Sign-off: "Best regards," or "Sincerely,"
3. Long, Unfocused Paragraphs
The Mistake: Writing a single, massive block of text. This makes your email difficult to read and scan, and key information gets lost.
The Solution: Keep paragraphs short (2-4 sentences). Use bullet points or numbered lists for key information or action items. Start with the most important information first.
Structure Tip: A clear opening line stating the purpose, a body with details, and a closing with a clear call to action.
4. Ambiguous Language and Passive Voice
The Mistake: Using vague phrases or the passive voice, which can obscure responsibility and create confusion about what needs to be done and by whom.
The Solution: Be direct and use the active voice. Clearly state who needs to do what and by when.
Instead of (Passive): "It was decided that the report should be updated."
Try (Active): "I have decided that Maria will update the report by Tuesday."
5. Forgetting to Proofread
The Mistake: Hitting "send" immediately. Typos, grammatical errors, and forgotten attachments can make you look careless and unprofessional.
The Solution: Take 30 seconds to re-read your email before sending. Read it aloud to catch awkward phrasing. Use a grammar checker tool. Double-check that you've attached any mentioned files.
Pro Tip: Add the recipient's email address last to avoid accidentally sending an unfinished message.
Elevate Your Email Game with BizVoc
Mastering professional email writing is a skill that pays dividends throughout your career. A key part of this is having the right vocabulary at your fingertips. From formal phrasal verbs to industry-specific jargon, the BizVoc app provides the tools you need to write with confidence and clarity.
Ready to eliminate email errors and enhance your professional image? Join the BizVoc waitlist for early access!