Proofreading Emails: Overkill or an Essential Communication Strategy

The majority of email senders and email receivers believe that their email information is interpreted correctly Email1and1 . In fact, only half of emails received are interpreted correctly and half of email recipients have a lot of trouble interpreting emotion in emails. There is a suggestion that this overconfidence in emails links to a difficulty detaching oneself from your own environment.

Furthermore, three quarters of email is opened within 6 seconds of its arrival in the Inbox and there is a significant recovery time for the worker to return to their previous task because the email task is prioritised over the planned task. Impact on business It appears that emails influence business life in multiple ways. They increase the workload; affect the prioritisation of task completion and impact on staff stress levels. It seems timely to review email etiquette and workplace email communication strategies.

Attitude, personality and intent are expressed in emails in tone and voice. A poorly written email immediately sets a bad tone and projects attitude. Some examples include poor grammar and punctuation, jargon or cumbersome works, discriminatory language or unclear language that allows assumptions. Non-business typology speaks loudly of unprofessionalism and includes blocks of bold or italic font, stylised fonts, no capitals or overuse of capitals.

The subject description should be precise and match the content in the email and this content should be clear in the opening sentence of the email. Avoid burying an ‘unfavourable’ message in the middle or end of the email, as this only tends to aggravate a reader. Tone should be conversational, polite, respectful, approachable, and written from the viewpoint of the company.

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