Avoid These 10 Bad Emails (+ Examples to Write Great Ones)

Did you know that 64% of people open an email based on the subject line alone? Yet, poorly written emails with vague subject lines, typos, or irrelevant content can destroy your professional image in seconds.

Emails are more than just messages—they’re your chance to connect, build trust, and establish lasting relationships.

Whether you're reaching out to potential clients, partners, or colleagues, writing clear, concise, and engaging emails is critical.

This guide breaks down the most common email blunders and shows you how to craft professional, impactful messages that leave a positive impression every time.

How Bad Emails Harm Your Professional Image

1. Undermines Your Trustworthiness

Typos, grammatical errors, or unclear messaging make you appear careless, leading others to question your attention to detail and reliability.

2. Shows a Lack of Respect for Time

Overly long, confusing, or irrelevant emails signal a lack of respect for the recipient’s time, potentially straining professional relationships.

3. Creates Miscommunication

Bad email etiquette, like unclear sentences or too many recipients, leads to confusion. A confusing email implies that you struggle to convey ideas effectively, which can hinder opportunities for collaboration or advancement.

4. Damages Relationships

Impersonal or poorly targeted emails can offend or alienate recipients, making it harder to build trust and maintain professional connections.

5. Leaves a Lasting Negative Impression

First impressions matter. A bad email can overshadow your expertise or intentions, making others hesitant to engage with you in the future.

Avoid poor email etiquette by ensuring your emails are clear, concise, and professional.

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What Do Bad Emails Include?

1. Generic Subject Lines

A generic subject line fails to grab the reader’s attention. It doesn't explain the purpose of the email, making it easy to ignore.

Your subject line is the first thing people see. According to studies, 47% of recipients open an email based on the subject line alone. Make it clear and engaging to capture interest.

Bad Example:

• Subject: "Hi"
  This subject line tells the recipient nothing about the email’s content.

Good Example:

• Subject: "Meeting Update: New Schedule for Next Week"
  This is specific and gives the recipient a clear idea of what to expect.

2. Overly Long Introductions

Long introductions waste time and bore the reader. People prefer direct communication, especially in business emails.

Short introductions save time and show respect for the reader. Use clear language to quickly explain why you’re writing.

Bad Example:

• "I hope this email finds you well. I wanted to reach out to discuss a potential opportunity for collaboration. We’ve been reviewing your company’s profile and found it interesting. If you’re available, I’d like to arrange a meeting to go over how we can work together."

Good Example:

• "I’d like to discuss a collaboration opportunity. Are you available for a 15-minute call next week?"

3. Excessive Jargon or Buzzwords

Using too much jargon or buzzwords makes your email hard to understand. It creates a barrier between you and your target audience, especially if they’re unfamiliar with the terms.

Emails and business correspondence should be clear and professional. Business communication and writing business emails is about connecting with your audience, not confusing them with unnecessary terms. Use simple words that everyone understands.

Bad Example:

• "Our synergistic approach leverages disruptive innovations to optimize cross-functional workflows."

This sounds complicated and doesn’t explain anything clearly.

Good Example:

• "Our team uses simple, proven methods to improve how departments work together."

This is straightforward and easy to understand.

4. Irrelevant Content

Adding irrelevant information wastes the reader’s time. It also makes your email look unorganized or thoughtless.

Relevant content ensures your email marketing is effective and meaningful. It helps maintain your professional image and avoids confusing the reader.

Bad Example:

• Subject: "Team Updates"
• Email Body: "By the way, I got a new pet cat yesterday. Let’s also discuss the project deadlines."

Personal stories can be engaging, but they don’t belong in a business email unless they’re relevant.

Good Example:

• Subject: "Project Deadline Reminder"
• Email Body: "Please note that the final project deadline is December 15. Let me know if you need help meeting this timeline."

This email is focused on its purpose and respects the recipient’s time.

5. Poor Formatting

Poorly formatted emails are hard to read and can look unprofessional. This includes large chunks of text, no bullet points, or inconsistent fonts.

Clear formatting grabs the reader's attention and makes your email more professional. Use bullet points, short paragraphs, and bold text to emphasize key points.

Bad Example:

• Subject Line: "Important Information"
• Email Body:
  "Hi, I am writing to let you know about some updates regarding the meeting scheduled for next week. There are some changes in the agenda, which you will find below. Please make sure to review it thoroughly and confirm your availability. We also need to finalize the guest list by tomorrow."

The message is overwhelming, with no breaks or structure. It’s likely to be skimmed or ignored.

Good Example:

• Subject Line: "Updated Agenda: Next Week’s Meeting"
• Email Body:
  "Hi Team,
  Here are the updates for next week’s meeting:
  • Date and Time: Monday, 10:00 AM
  • Agenda Changes:
    1. Review budget allocation
    2. Finalize the guest list
  • Action Required: Confirm your availability by Friday.
• Thanks,
  [Your Name]"

This version uses bullet points and short paragraphs, making it easier to read.

6. No Clear Call-to-Action (CTA)

A call-to-action tells the reader what to do next. Without it, your email may leave the recipient confused about how to respond. A clear CTA ensures the recipient knows how to proceed. It saves time and improves communication.

Bad Example:

• Subject Line: "Quick Update"
• Email Body:
  "Hi, I wanted to let you know about some updates regarding our project. Let me know your thoughts."

This is vague and doesn’t guide the recipient on what to do next.

Good Example:

• Subject Line: "Confirm Your Availability for Project Review"
• Email Body:
  "Hi,
  Please confirm your availability for the project review meeting next Wednesday at 2 PM. Let me know by tomorrow if the time works for you.
• Thank you,
  [Your Name]"

This email clearly tells the reader what action is required and when.

7. Overuse of Attachments

Too many attachments in an email can overwhelm the reader and slow down the email's loading time. Large files may even trigger spam filters.

Overusing attachments clutters the email and makes it harder to focus. Attach only essential files and provide context for each.

Bad Example:

• Subject Line: "Meeting Documents"
• Email Body:
  "Hi Team,
  Attached are the meeting agenda, last month's minutes, the budget report, a presentation, and a checklist. Please review everything before our meeting tomorrow."

This email includes multiple attachments without prioritization or explanation. The recipient may feel confused or burdened.

Good Example:

• Subject Line: "Agenda and Budget Report for Meeting"
• Email Body:
  "Hi Team,
  Attached are two key documents for tomorrow’s meeting:
  • Agenda: A brief outline of topics we’ll cover.
  • Budget Report: Details for discussion in the second half of the meeting.
• Please review these before 3 PM tomorrow. Let me know if you have questions.
• Thanks,
  [Your Name]"

This email limits the number of attachments and explains why they’re included.

8. Too Many Links

Including too many links makes your email look spammy and distracts the reader from your main point.

Too many links confuse the reader and reduce the email’s effectiveness. Include only necessary links and describe why they are helpful.

Bad Example:

• Subject Line: "Resources for Team Project"
• Email Body:
  "Hi Team,
  Here are some resources for our project:
  • Link 1
  • Link 2
  • Link 3
  • Link 4
  • Link 5

Please check them all before the end of the week. Thanks!"

This email lists multiple links without any explanation, making it hard to know where to start or what’s important.

Good Example:

• Subject Line: "Key Resources for Team Project"
• Email Body:
  "Hi Team,
  I’ve included two resources for our project:
  • Project Guidelines: A summary of tasks and deadlines.
  • Reference Materials: Background information to guide our discussion.
• Please review these by Friday and share any feedback.
• Thanks,
  [Your Name]"

This email focuses on the most important links and explains their relevance to blog post.

9. Sending Emails to Too Many Recipients or Wrong Recipients

Including too many recipients or sending your email to the wrong person can lead to confusion and frustration. It also risks exposing sensitive information to unintended readers.

Too many recipients make it hard for people to know who should respond. Wrong recipients can lead to misunderstandings or breaches of confidentiality. Always double-check multiple recipients against your recipient list before hitting send.

Bad Example:

• Subject Line: "Meeting Follow-Up"
• Email Body:
  "Hi Everyone,
  Here are the project details for the Smith account. Let me know your thoughts."

This email was sent to the entire team, but only three people needed the information. Worse, it accidentally included a client who wasn’t supposed to see the email.

Good Example:

• Subject Line: "Project Details for Smith Account"
• Email Body:
  "Hi [Specific Team Members],
  Attached are the project details for the Smith account. Let me know if you have any feedback by Thursday."

This email is directed at sending messages to the right people and avoids unnecessary recipients.

10. Typos and Grammatical Errors

Typos and grammatical errors can make your email look unprofessional and hard to read. Simple spelling mistakes, like using “your” instead of “you’re,” can confuse the reader.

Typos and grammar mistakes in email examples can damage your professional image. Always proofread your email and use tools like Grammarly to catch errors.

Bad Example:

• Subject Line: "Impotant Update for Tommorow"
• Email Body:
  "Please find the detailes of tommorow’s meeting attatched. Let me know if their are any questions."

This email is full of spelling and grammar mistakes, making it hard to take seriously.

Good Example:

• Subject Line: "Important Update for Tomorrow"
• Email Body:
  "Please find the details of tomorrow’s meeting attached. Let me know if there are any questions."

This version is clear, professional, and error-free.

How Bad Subject Lines Impact Your Emails

Subject lines are the first thing your reader sees. They set the tone for your email and often determine whether your email gets opened or ignored.

A bad or ineffective subject lines can make your email seem unimportant, confusing, or even spammy. This can harm your communication and reduce your chances of getting a response.

Bad subject lines come in many forms. Generic subject lines, such as “Important Email,” fail to inform the reader about the email’s purpose.

Lengthy subject lines can overwhelm readers and reduce open rates, so aim for brevity. Spammy words or excessive punctuation in subject lines can also be problematic.

"Words like "amazing" or "free" and phrases like "Click Here for an AMAZING Opportunity!!!" might trigger spam filters and prevent your email from reaching the inbox.

Instead, opt for professional and trustworthy subject lines, such as “New Team Opportunity: Join the Strategy Call,” which sound credible and to the point.

To write a well crafted subject line, focus on being clear and specific. Tell the reader what they can expect in the email, using fewer than 50 characters when possible. Avoid using jargon or clickbait language, as it can come across as unprofessional.

Personalizing your subject lines by including the recipient’s name or job title can also make your emails more engaging and relevant.

Good Subject Line Examples

1. “Reminder: Project Proposal Due Friday at 3 PM”

2. “Team Meeting Tomorrow: Agenda Attached”

3. “Welcome to the Team, [Name]! Orientation Details Inside”

4. “Exclusive Invite: Webinar on Sales Strategies [Date]”

5. “Account Update Needed: Confirm Your Information”

6. “Monthly Report: Performance Insights You Need to See”

7. “Customer Feedback Request: Your Opinion Matters!”

What Do Good Business Emails Include?

1. An Engaging Subject Line

A subject line is the first thing your reader sees while writing cold emails. It should grab attention and give a reason to open the email.

How To:

• Be specific and clear about the email’s purpose.
• Keep it short—ideally under 50 characters.
• Avoid spammy language like "amazing" or "click here."

2. Personalized Greetings

A personalized greeting makes the email feel more friendly and tailored to the reader. The opening line of your email should immediately engage the reader by addressing their needs or interests.

How To:

• Address the recipient by their name or job title.
• Use a polite and professional tone.
• Avoid generic phrases like “To Whom It May Concern.”

3. Clear Purpose

The email should have relevant subject line with one clear goal or message. The reader should know exactly why you are contacting them.

How To:

• State the purpose of the email in the opening lines.
• Use bullet points if there are multiple key points.
• Avoid unnecessary information or lengthy introductions.

4. Professional Tone with Personality

A good business email strikes a balance between professionalism and personality. It reflects respect for the recipient while keeping the message relatable and engaging.

How To:

• Be polite and respectful: Use formal language but avoid sounding robotic.
• Add a personal touch: Include a small note of appreciation or reference something relevant to the recipient.
• Stay consistent: Maintain the same tone throughout the email.

5. A Strong Call-to-Action (CTA)

A clear CTA tells the recipient what you want them to do next. Without it, your email might leave them confused. Effective cold emails focus on building a connection and offering value upfront.

How To:

• Be specific: Use action verbs like "click," "reply," or "schedule."
• Make it easy: Provide links, buttons, or clear instructions for the next steps.
• Highlight urgency if needed: Use phrases like "by Friday" or "within 24 hours."

6. Relevant Attachments or Links

A good business email includes attachments or links that add value to the message. These could be product brochures, reports, or useful articles. The key is to ensure the recipient finds them helpful and not overwhelming. Unnecessary or irrelevant attachments make emails appear cluttered.

How to:

• Attach Purposeful Files: Only include files that are essential to your message. For example, a pricing list or a contract draft.
• Provide Useful Links: Include links to relevant resources, like a case study or a demo video.
• Keep It Simple: Do not overload the email with multiple attachments or excessive links. This can confuse the reader.
• File Names Matter: Name attachments clearly, such as "Proposal_Q4_2024.pdf."

7. Polite Sign-Off with Contact Information

A polite sign-off leaves a lasting impression. It wraps up the email professionally and gives the recipient all necessary contact details for follow up emails. A poor or abrupt ending can make the previous email also feel incomplete or unprofessional.

How to:

• Use Polite Closing Lines: Sign off with a friendly tone, such as “Best regards” or “Looking forward to your response.”
• Include Contact Details: Add your name, job title, phone number, and email address. This makes it easy for the recipient to reach out.
• Keep It Neat: Avoid overloading your email signature with too many social media links or long quotes.

Example Template

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How to Avoid Poorly Written Emails

1. Use a Template but Personalize It

Templates save time and ensure consistency. However, sending the same email to everyone can feel impersonal.

One of the common cold email mistakes is failing to personalize the content for your target audience. Personalized emails have a 26% higher chance of being read, according to a study by Campaign Monitor.

What to do: Choose a professional email template that fits your purpose. Then, add personalized details, like the recipient’s name, job title, or company name. This shows effort and builds a connection.

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2. Avoid Emotional or Reactive Language

When emotions run high, it’s easy to write impulsive emails. These can lead to miscommunication and hurt relationships. Professional emails maintain respect and avoid unnecessary conflicts.

What to do: Before you hit send, double-check the tone. Avoid overly emotional words or blaming language. Stick to facts and keep informal language and your tone professional. If you're writing to a business owner, respect their time by keeping your message focused and with relevant information.

Pro Tip: Tools like Grammarly can help spot emotional or unclear language.

3. Proofread with Tools and Human Eyes

Proofreading is checking your email for spelling, grammar, and clarity issues before sending it. Errors in an email can make you appear careless and unprofessional.

What to do: Use tools or your email platform's spell-check to spot errors. After using a tool, read your email aloud to catch mistakes it might miss.

Ask a colleague or friend to review the email if it’s important. Look for common issues like missing punctuation, poor grammar mistakes, or spelling errors.

Tip: Always double-check names, dates, and numbers for accuracy.

4. Always Verify Details

Emails with incorrect details can confuse the recipient or damage your credibility. Verification ensures your professional email address is accurate and complete.

What to do: Check the recipient's email address. Sending emails to the wrong person can create awkward situations.

Verify key details like dates, meeting times, and attachments. Ensure the subject line matches the content of your email. This keeps your communication professional and aligned.

Tip: Keep a checklist for critical details before you hit send on cold email again.

5. Test for Visual Appeal

A visually appealing email is easy to read and looks professional. Use short paragraphs and bullet points to break up text. Avoid walls of text that can overwhelm the reader. Choose a simple font style and size that is readable on any device.

What to Do: Use proper email formatting to highlight key points. Add a clear call to action in bold or color to guide the reader. Double-check the email signature for accuracy and design consistency.

Conclusion

Writing good business emails takes effort but is worth it. Avoid bad emails by using clear subject lines, checking grammar, and including a polite and professional email signature. Always double-check for mistakes and keep the tone professional. These tips will help you create effective emails that leave a positive impression. Start applying them today to improve your email communication!

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