How NOT to Write
a Formal Email
Common mistakes that harm professionalism and how to avoid them
Why Email Mistakes Matter
Damages Credibility Wastes Time Reduces Impact
Poor email practices create negative Unclear communication leads to Poorly written emails fail to achieve
first impressions and undermine confusion, back-and-forth their intended purpose and dilute
professional reputation exchanges, and delayed responses your message
Common Email
Mistakes
Mistake #1: Long,
Rambling Emails
The Problem The Solution
10-paragraph emails lose Keep emails concise: 3-5
reader attention and cause sentences ideal
confusion
Pro Tip
Use bullet points for clarity and brevity
Mistake #2: Vague
Subject Lines
❌ Avoid These ✅ Use These Instead
• "Hello"
• • "ACTION: Budget approval
"Question"
needed"
• "FYI"
• "REQUEST: Meeting
• "Important"
reschedule"
• "INFO: Policy update
effective Monday"
Mistake #3: Generic
Greetings
Personalization builds rapport and
engagement
Use recipient's name and title to show respect
"Dear Dr. Smith" vs. "Hello"
Specific greetings demonstrate professionalism and
attention to detail
Mistake #4: ALL CAPS
& Poor Punctuation
ALL CAPS = Multiple
SHOUTING exclamation
marks!!!
Reads as unprofessional
and rude Seem aggressive or childish
Keep it standard
Use proper punctuation and neutral tone
Mistake #5: Informal
Language
❌ Avoid ✅ Use Instead
"Pls send ASAP" "Please send at your earliest
convenience"
"Thx 4 ur help" "Thank you for your
assistance"
"Hey dude" "Dear Mr. Johnson"
Mistake #6:
Unstructured Text
Blocks
Large paragraphs overwhelm readers
Reduce readability and comprehension
Use short paragraphs and white space
Makes content scannable and digestible
Structure logically
Introduction → main points → call to action
Mistake #7: Multiple
Topics in One Email
Confuses Hard to Search
Recipients Later
Mixing unrelated subjects Multiple topics make emails
makes responses difficult impossible to find
Send Separate Emails
Keep communication clear and actionable
Mistake #8: Skipping
Proofreading
1 Typos damage credibility and clarity
Errors create negative impressions and confusion
2 Use spell check and read aloud
Catch mistakes before they reach recipients
3 Never send when angry or rushed
Take time to review tone and content
Best Practices
for Professional
Emails
The Perfect Email Formula
Clear, Specific Subject Line
5-10 words that summarize purpose
Personalized Greeting
Use recipient's name and title
Concise, Structured Content
3-5 sentences with clear purpose
Professional Closing
Appropriate sign-off with your name
Key Takeaways
3-5 1
Sentences per email Topic per email
Keep it concise and focused Separate subjects for clarity
100%
Proofread rate
Always review before sending
Result: Stronger Professional
Relationships
Build Trust Increase Efficiency Achieve Goals
Professional communication creates Clear emails get faster, more Well-written emails accomplish their
positive impressions accurate responses intended purpose
