Good vs bad when writing emails in English

Email has become an integral part of our daily communication routine. It has revolutionized the way we communicate with our colleagues, friends, and family. However, while email can be a highly effective tool for communication, it can also be easily misused. In this article, we will highlight some email bad practices and show examples of what a good email looks like.

• Poor Subject Line:
  • The subject line is the first thing that the recipient sees. A poor subject line can decrease the chances of your email being read. Avoid generic or vague subject lines like “Important,” “Hello,” or “Meeting.” Instead, make your subject line clear, specific, and relevant to the content of the email. For instance, “Meeting Request for Q1 Budget Presentation.”
• Lengthy Emails
  • Long emails can be overwhelming and time-consuming to read. When composing emails, make sure that they are concise and to the point. Use short paragraphs and bullet points to break up large chunks of text. Avoid adding unnecessary details and focus on the essential information.
• Unprofessional Tone
  • The tone of your email can affect how the recipient perceives you. Avoid using slang, jargon, or overly casual language. Use a professional tone that is appropriate for the context of your email. For instance, “Dear Mr. Smith” instead of “Hey John.” if you don’t have an existing relationship. Being friendly with longstanding clients is to be encouraged though.
• Lack of Personalization
  • Personalization is essential to making a connection with the recipient. Avoid sending generic emails that do not address the recipient by name or mention any specific details. Take the time to personalize your email and show that you value the recipient’s time and attention.
• Ignoring Grammar and Spelling
  • Poor grammar and spelling mistakes can make you appear unprofessional and careless. Always proofread your emails before sending them. Use tools like Grammarly or Hemingway to check for errors and improve the readability of your content.

Bad Email Example:

Subject: Meeting

Hey,

Can we meet tomorrow to discuss the project? Let me know when you are free.

Thanks, [Your Name]

This email is an example of a bad email because it has a vague subject line, casual language, and lacks any details. The recipient might not understand the urgency or purpose of the meeting, making it less likely that they will respond.

Good Email Example:

Subject: Meeting Request to Discuss Project Timeline

Dear [Recipient’s Name],

I hope this email finds you well. I am writing to request a meeting to discuss the project timeline. Would it be possible to schedule a meeting on Wednesday, March 24th, at 3:00 PM?

During the meeting, I would like to discuss the current project timeline and any updates or changes that need to be made. Please let me know if this time works for you, and if there are any specific topics you would like me to cover during the meeting.

Thank you for your time, and I look forward to meeting with you.

Best regards, [Your Name]

This email is an example of a good email because it has a specific subject line, uses a professional tone, and provides relevant details about the meeting. The recipient is more likely to understand the purpose of the meeting and respond promptly.

Bad Email Example:

Subject: Question

Hi,

I have a question. Can you help me out?

Thanks, [Your Name]

This email is an example of a bad email because it has a vague subject line, casual language, and lacks any context. The recipient might not understand what the question is about or what type of help is needed.

Good Email Example:

Subject: Question About Project Deadline

Dear [Recipient’s Name],

I hope you are doing well. I am reaching out because I have a question about the project deadline. Can you clarify if we need to complete the project by the end of this week or if there is any flexibility with the timeline?

I appreciate your help in this matter and look forward to hearing back from you soon.

Best regards, [Your Name]

This email is an example of a good email because it has a specific subject line, uses a professional tone, and provides context about the question. The recipient is more likely to understand what the email is about and respond with the required information.

Bad Email Example:

Subject: Urgent

Hey,

Can you send me the report ASAP?

Thanks, [Your Name]

This email is an example of a bad email because it has an urgent subject line, casual language, and lacks any details about the report. The recipient might not understand which report is needed, why it is urgent, or when it is needed.

Good Email Example:

Subject: Request for Q1 Sales Report

Dear [Recipient’s Name],

I hope this email finds you well. I am writing to request the Q1 Sales Report that you prepared last month. The report is needed urgently for an upcoming meeting with the senior management team.

Can you please send me the report by tomorrow at noon? If there are any issues with the report, please let me know, and we can work together to resolve them.

Thank you for your help, and I appreciate your prompt response.

Best regards, [Your Name]

This email is an example of a good email because it has a specific subject line, uses a professional tone, and provides context about the report. The recipient is more likely to understand which report is needed, why it is urgent, and when it is needed.

Emails are an essential form of communication in the workplace, and it is crucial to use them effectively. By avoiding bad email practices, you can improve the chances of your email being read and taken seriously. Use the good email example above as a guide to compose effective and professional emails that achieve your intended goals

Do you feel like you could improve? Book a lesson with me here and let’s work together to create professional, engaging emails to impress your colleagues and clients.