Your e-mails are often the first reflection of your professionalism. Some seemingly minor errors can slow down your projects, confuse your messages or damage your credibility. Here are the 10 common pitfalls... and good practices to avoid them.
1. Object missing or unclear
❌ A vague object ("Info", "Request") gives no indication.
✅ Use a clear, actionable object: "Meeting minutes - to be validated before Friday"..
2. Incorrect management of recipients (To / Cc / Bcc)
❌ Forgetting a key recipient or copying everyone makes the exchange more cumbersome.
✅ Simple rule:
- À = people directly affected
- Cc = for information
- Cci = exceptional use, to preserve confidentiality
3. Abuse of "Reply all
❌ Floods mailboxes unnecessarily.
✅ Before you click, ask yourself: "Who really needs to read my answer?".
4. Lack of clarity on expected action
❌ The recipient doesn't know what to do.
✅ Use direct wording: "Please return the validated document to me by 2pm on Tuesday..
5. Sloppy content
❌ Mistakes, long sentences, indigestible text.
✅ Structure your e-mail :
- 1 idea = 1 paragraph
- Keywords in bold if necessary
- Systematic proofreading before dispatch
6. Inappropriate tone
❌ Too dry, too familiar or aggressive.
✅ Adapt your tone to the context and the recipient. An e-mail is still written → give priority to clarity and courtesy.
7. Absence of polite expressions
❌ A message without opening or closing appears abrupt.
✅ Always at least :
- Start: "Hello [First name],"
- End: "Thank you in advance / Kind regards".
8. Poor management of attachments
❌ Forgetting or attaching the wrong document.
✅ Add your parts before to write your e-mail. And name them clearly ("Contract_ProjectX_v2.pdf).
9. Late or no response
❌ Blocks projects and tarnishes your reliability.
✅ If you need more time, please acknowledge : "Roger, I'll get back to you by Thursday..
10. Poor timing
❌ Sending a non-urgent email at 10pm or at the weekend can put unnecessary pressure on you.
✅ Use the deferred programming to schedule delivery for the following morning.
To sum up, a good email is clear, structured and courteous. It saves you time... and credibility.
