12 Poor Email Etiquette Mistakes to Avoid That Damage Your Reputation

Have you ever sent an email and instantly regretted it? Poor email etiquette can leave a lasting dent in your reputation, whether it’s a missing subject line or an unprofessional email address.

Did you know that 47% of professionals say poorly written emails hurt workplace productivity? Poor email etiquette, like missing subject lines or excessive exclamation points, can damage your reputation and relationships.

In this guide, you'll uncover 12 critical email mistakes to avoid, ensuring your communication leaves a positive impression every time.

What is Poor Email Etiquette?

Poor email etiquette means writing emails that confuse, annoy, or offend others. Examples include using funny email subject lines in serious situations, skipping a clear subject line, or sending irrelevant messages.

Avoid mistakes like grammar errors, excessive exclamation points, or a missing email signature. Always check your email before hitting "send"!

12 Common Mistakes to Avoid Email Etiquette Mistakes

1. Missing or Irrelevant Subject Lines

A missing or unclear subject line confuses the reader. They won’t know why you’re emailing. For example, a subject like “Hello!” doesn’t tell much about the email's purpose.

How to fix it: Write a clear, specific subject line. Instead of “Update,” use “Project Timeline Update for Team Meeting.” Avoid adding funny email subject lines in serious contexts; they can seem unprofessional. Always check that your subject matches the message.

2. Using an Unprofessional Email Address

An unprofessional, informal email, like funnygal2023@example.com doesn’t build trust. It can make you look unserious in business emails or formal communication.

How to fix it: Create a professional email address. Use your name, like john.doe@example.com. It shows you take your communication seriously. For businesses, include your company name, like sales@yourcompany.com.

3. Spelling and Grammar Errors

Spelling and poor grammar mistakes make your email hard to read and unprofessional. For example, writing “Their coming at 5” instead of “They’re coming at 5” can confuse the reader.

How to fix it: Use tools like Grammarly or enable your email app’s spell checker. Always double-check your email before hitting "send." Reading your email aloud can also help spot grammatical errors yourself.

4. Poorly Structured Email Body

A messy email body is hard to read. If your sentences are too long or there’s no clear structure, the reader gets confused. For example, writing in one big block of text makes it harder to find important points.

How to fix it: Keep your email organized. Use short paragraphs and bullet points for clarity. Always start with a friendly opening line, followed by the main message, and close with a clear call to action. For example, instead of saying everything at once, break it into steps:

• Greeting
• Key Information
• Action Required

5. Failing to Double-Check Before Hitting Send

Sending emails without reviewing them can lead to errors. For example, you might send the email to the wrong person or forget to attach important files.

How to fix it: Take a few moments to double-check everything. Look at the subject line, grammar, and attachments. Tools like Grammarly or built-in spell checkers help catch mistakes. A quick review before hitting "send" can save you from awkward follow-up emails.

6. Overuse of Exclamation Points and Humor

Using too many exclamation points or adding unnecessary jokes can make your email look unprofessional. For example, writing "URGENT!!!!" in a subject line for a non-critical email may annoy the reader.

How to fix it: Use exclamation marks and points sparingly. One is enough to express excitement or urgency. Avoid adding humor unless it suits the context, like funny email subject lines for casual communication. In formal emails, stick to clear and concise language.

7. Missing Professional Email Signatures

Not including a professional email signature makes your emails look incomplete. Your recipient may not know who you are or how to contact you. For example, sending business emails without your name, job title, or company name can seem unprofessional.

How to fix it: Add a clear and professional signature at the end of your email. Include your name, job title, company name, and contact information.

8. Sending Irrelevant Emails

Sending emails that don’t relate to the recipient wastes their time. For instance, forwarding funny email subject lines to someone expecting sensitive information or a project update can irritate them.

How to fix it: Before sending an email, ask yourself, “Is this relevant to the recipient?” If not, don’t send it. For business emails, focus on clear subject lines and include only necessary details. Personalize your email to address the recipient’s needs.

9. Neglecting Follow-Up Emails

Not sending follow-up emails can make you miss opportunities. For example, after an interview or a sales pitch, failing to follow up might make you seem uninterested.

How to fix it: Send a polite follow-up email within a few days. For example, after a meeting, you can write:
"Hi [Name],
Thank you for your time. I’d like to follow up on our discussion about [topic]. Please let me know if you have any updates."
This shows you’re proactive and professional.

Avoid common cold email mistakes like generic messaging or unclear calls to action.

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10. Improper Email Threads and Chains

Email threads without proper organization can confuse readers. For example, replying to an old thread about a different topic might mislead the recipient.

How to fix it: Start a new email thread when introducing a fresh topic. Always include a clear subject line that matches the content. If continuing a thread, summarize the main points to keep everyone on the same page. This ensures clarity and avoids unnecessary back-and-forth emails.

11. Failing to Address the Right Person

Sending emails to the wrong person wastes time and can cause embarrassment. For example, emailing a business owner when you meant an email outreach or to contact the HR manager might delay responses.

How to fix it: Double-check the recipient's name and email address before hitting send. If you’re unsure, ask a colleague or research the relevant person. A simple mistake like this can be avoided with careful review before sending messages out.

12. Ignoring Email Etiquette Rules

Ignoring basic email etiquette, like skipping a proper greeting or overusing exclamation points, can make you look unprofessional. For instance, writing "Hi!!!" in every sentence might annoy the reader.

How to fix it: Follow proper email etiquette rules. Start with a polite opening line like, "Hope you’re doing well." Use exclamation points sparingly and stick to short paragraphs for readability. Always include a professional email signature. These steps show respect and professionalism in every email.

The Importance of Subject Lines in Business Emails

Subject lines are the first thing someone sees when they open their inbox. A good subject line tells the reader what the email is about. A poor email etiquette mistake is skipping the subject line or writing something unclear. For example, "Hi there!" doesn’t explain the email's purpose.

A clear subject line grabs the reader's attention first. It also helps the recipient decide if they should open your email. Without one, your email may get ignored or deleted.

Tips to Write an Effective Subject Line

1. Be Clear and Specific

Your subject line should tell the reader exactly what the email is about. For example, instead of "Important Update," try "Schedule Change for Monday's Meeting."

How: Focus on including relevant information. If you’re sending business emails, avoid funny email subject lines unless they fit the tone. Be clear to avoid confusion.

2. Keep it Concise

Long subject lines get cut off, especially on mobile devices. A poor email etiquette mistake is writing in overly wordy subject lines.

How: Stick to 5-7 words. For example, instead of "Here Are the Details You Need to Know About the Upcoming Team Lunch," write "Team Lunch Details: Friday at Noon."

3. Use Action-Oriented Language

Action words encourage the recipient to open the email. Phrases like "Register Now" or "Complete Your Application" create urgency.

How: Start with verbs. For example, instead of "New Discount Available," try "Save 20% Today." Ensure the tone matches the content, especially in professional sales emails.

4. Add Personalization

Adding the recipient's name or details makes your email stand out. Personalization helps the reader feel valued. For example, "John, Your Weekly Report is Ready" is more engaging than "Weekly Report."

How to: Use the recipient’s name, job title, or company name in the subject line. Be relevant and avoid overdoing it. For business emails, ensure personalization matches the tone of business correspondence.

5. Highlight Urgency (If Relevant)

Sometimes, urgency can encourage the recipient to act quickly. For example, "Submit by Friday: Q4 Budget Updates" creates a sense of importance.

How to: Use phrases like "Last Chance" or "Urgent" only if the content requires immediate attention. Overusing urgency can lead to poor or bad email etiquette too. Be clear about why it’s urgent.

6. Avoid Clickbait or Misleading Phrases

Misleading subject lines break trust. For example, saying "Free Gift Inside" when there isn’t one frustrates the reader and damages your reputation.

How to: Be honest. Ensure your subject line matches the email content. Avoid phrases like "You Won’t Believe This!" in professional emails. Misleading subject lines are a common mistake that can ruin credibility.

7. Leverage Numbers and Statistics

Adding numbers makes your subject line stand out. For example, "10 Tips for Better Emails" is more engaging than "Tips for Better Emails." Numbers promise specific and valuable information.

How to: Use numbers to highlight facts or lists. For business emails, you can try lines like "5 Ways to Improve Productivity Today." Keep the numbers relevant and avoid overloading with data.

8. Ask a Question

A question makes the reader curious. For example, "Are You Missing This in Your Emails?" invites the email recipient's time to learn more.

How to: Think about what your target audience needs. Write a question that solves their problem or sparks interest. In professional emails, stick to clear and relevant questions like "Is Your Team Ready for the Next Quarter?"

9. Test Different Variations

Trying different subject lines helps you find what works best. A single subject line might not appeal to all readers.

How to: Write a few options for the same email. For example, test "Boost Sales in 7 Days" versus "Your Sales Strategy for This Week." Use email tools to track open rates and pick the most effective version.

Key Practices for Proper Email Etiquette

1. Use a Professional Greeting and Closing

A professional greeting and closing set the tone for your whole email chain. It shows respect and creates a good impression. For example, start with “Dear [Name]” or “Hello [Team].” Close with “Best regards” or “Kind regards.”

How to: Use the recipient’s name or job title if you know it. Avoid casual greetings like “Hey” in business emails. Always end your email with a polite sign-off, like “Sincerely” or “Thank you.” This practice prevents poor email etiquette and keeps workplace email communication professional.

2. Keep the Tone Polite and Respectful

The tone of your email reflects your attitude. A polite and respectful tone helps maintain positive relationships. For instance, instead of “You didn’t respond to my email,” say, “I’d like to follow up on my previous email.”

How to: Choose words that sound polite and considerate. Avoid using all caps, which can come across as shouting. Use proper email etiquette by keeping your sentences clear and respectful. Before hitting send, read your email to ensure it sounds friendly and professional.

3. Be Clear and Concise

Clear and concise emails help your reader understand your message quickly. Long, complicated sentences can confuse or frustrate them. This is an essential part of proper email etiquette.

How to: Stick to the main point. Use short sentences and simple words. Avoid unnecessary details. For example, instead of writing, “I am writing to inform you about the status of our project as of today,” say, “Here’s the latest update on our project.” This saves time and keeps your email professional.

4. Proofread Before Sending

Proofreading ensures your email is free of any spelling and grammar mistakes. A poorly written email with errors shows a lack of attention to detail. This is a common sign of poor email etiquette.

How to: Read your email out loud to catch mistakes. Double-check names, dates, and attachments. Use tools like spell check for extra accuracy.

For example, if your email says “Thansk for your support,” fix it to “Thanks for your support.” Taking a few moments to proofread shows professionalism and respect for your recipient.

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5. Avoid Jargon and Slang

Jargon and slang can confuse readers. These words are often specific to industries or casual settings, making emails hard to understand. For example, terms like "ASAP" or "ROI" may not make sense to everyone.

How to Fix It: Use simple, clear language. Replace jargon with everyday words. Instead of "circle back," write "let’s discuss this later." Read your email out loud to check for unclear words.

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6. Respond Promptly

Delayed responses show the negative consequences of poor email etiquette. It can make the sender feel ignored. For example, taking a week to reply to an important business email might harm relationships.

How to Fix It: Aim to reply cold emails within 24 hours. If you need more time, send a quick note saying, “I’ll get back to you soon.” Set email reminders to avoid forgetting. Prioritize urgent emails.

7. Use a Relevant Subject Line

A subject line tells the recipient what your email is about. A clear and relevant subject line shows professionalism and ensures your email is opened. Poor email etiquette, like missing or vague subject lines, confuses readers and may leave your email ignored.

How to do it: Be specific: Write what the email is about in a few words. For example, instead of "Important," write "Meeting Rescheduled to Sept 15 at 2 PM."

Avoid using clickbait. Don’t promise something that isn’t in your email. Keep it short. A good subject line is about 5-7 words.

Tip: Always double-check your subject line before hitting send. It’s the first thing the recipient sees!

8. Include a Professional Email Signature

An email signature provides your name, title, and contact information at the end of your email. Without it, the recipient might not know who you are or how to reach you. Leaving this out is another example of poor email etiquette.

How to do it: Add your name, job title, and company name. Include contact information, like your phone number or LinkedIn profile. Keep it simple. Avoid using too many colors or large images.

Example:

Jane Doe

Marketing Manager | XYZ Inc.

(555) 123-4567 | www.xyz.com

Tip: Save your signature in your email settings, so it appears automatically.

How to Structure Business Emails for Clarity

A clear and well-structured sales email ensures your message is easy to read and understand for potential customers. Here’s a breakdown using the example provided:

Subject: Follow-Up on Marketing Proposal Submission

Dear John Smith,

I hope this email finds you well. I am reaching out to follow up on your email concerns regarding the marketing proposal I submitted on September 25, 2024.

Key Points:

1. The proposal outlines strategies to enhance ABC Company’s brand visibility and increase customer engagement by 20% over the next quarter.
2. It includes a detailed timeline, starting October 1, 2024, and a budget breakdown for your review.
3. I have attached the document titled “Marketing Proposal_ABC_2024.pdf” for your reference.

Next Steps: Please let me know if you have any questions or require further clarification. I am happy to schedule a meeting to discuss this in more detail at your convenience.

Thank you for your time and consideration. I look forward to your feedback.

Best regards,
Jane Doe
Marketing Manager
XYZ Marketing Solutions
jane.doe@xyzmarketing.com | (555) 123-4567

10 Things That Make a Great Email Signature

1. Full Name and Job Title: Your email signature should always start with your full name, followed by your job title. This provides a clear indication of who you are and your role within your organization.

2. Company Name: Include your company's name. This is especially important if you're communicating with external contacts who may not be familiar with your organization.

3. Contact Information: Provide direct contact information. This typically includes your business phone number and email address. Adding a LinkedIn profile can also be beneficial.

4. Company Logo: A company logo adds a visual element that reinforces brand identity. Ensure the logo is appropriately sized and linked to your company’s website.

5. Social Media Links: Including links to professional social media accounts, like LinkedIn or Twitter, can enhance your network connectivity. However, only include these if they are relevant to your business role.

6. Concise Format: Keep your signature concise and to the point. Avoid overloading it with too much information. Typically, a few lines of text are sufficient.

7. Professional Font and Color: Use a standard, easy-to-read font and color. Stick to classic fonts like Arial or Helvetica, and use black or dark gray to ensure readability.

8. Legal Disclaimers: If required by your industry, include a legal disclaimer or confidentiality notice. This is particularly important in sectors like finance and law.

9. Call-to-Action: A subtle call-to-action, such as an invitation to an upcoming webinar or a link to a new product launch, can be a powerful tool. Ensure it’s relevant and not too salesy.

10. Optimization for Mobile: Finally, make sure your signature looks good on mobile devices. More emails are read on mobile than on desktop, so a mobile-friendly design is crucial.

Conclusion

Proper email etiquette is essential to build strong, professional relationships. Avoid poor email etiquette by focusing on clarity, relevance, and respect in your communication. Always include a clear subject line and professional email signature. Take a few moments to proofread before you hit send. By following these steps, you’ll leave a positive impression and avoid common spelling mistakes in business emails.

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