Common Business Email Mistakes – Introduction
In today’s global business environment, email has become the primary mode of communication in the workplace. For non-native English speakers, navigating the nuances of business email etiquette can be challenging. One wrong phrase or tone can change the entire meaning of an email or create confusion.
This article highlights common mistakes that non-native speakers make when writing business emails and provides actionable tips to fix them. If you want to learn more about the dos and don’ts of email communication, make sure to check out my previous article, The Dos and Don’ts of Workplace Email Etiquette.
Let’s look at the most common pitfalls and how to avoid them.
Mistake: Using Informal or Incorrect Salutations
Description: One of the first mistakes non-native speakers often make is using overly informal greetings. Words like “Hi” or “Hey” can seem unprofessional, especially when you’re emailing superiors or colleagues you don’t know well.
How to Fix It: A formal salutation is the safest choice, particularly in professional emails. Using “Dear” followed by the recipient’s title and last name (or just their name in less formal situations) is always appropriate.
Example:
❌ “Hey John, can you send me the report?”
✔ “Dear John, I hope this email finds you well. Could you kindly send me the report?”
If you’re unsure, “Hi [Name]” is a neutral greeting that works in most situations, especially when emailing colleagues you have a regular working relationship with.
Tip: When addressing someone more senior, it’s better to be a little more formal, using “Dear Mr [Last Name]” or “Dear Dr [Last Name].”
Mistake: Overusing Formal Language
Description: Some non-native speakers overcompensate by using overly formal, stiff language in emails, thinking that complex language equals professionalism. In fact, it can make your emails harder to read and may sound out of place.
How to Fix It: Balance formality with clarity. Professional emails should be concise, polite and easy to understand. Avoid over-complicating your sentences.
Example:
❌ “I would be highly appreciative if you could kindly provide the documents at your earliest convenience.”
✔ “Could you please send me the documents?”
The key is to keep it simple and direct while remaining respectful. You don’t need to over-elaborate your sentences to sound professional.
Tip: Keep your language natural. Simple phrasing can often be more effective than unnecessarily formal language.
Mistake: Misusing Common Phrases or Idioms
Description: Many non-native speakers struggle with idiomatic expressions or common phrases in English, often using them incorrectly or awkwardly. Misused idioms can confuse the reader or sound unnatural, harming your professional image.
How to Fix It: Familiarise yourself with common idioms and expressions, but avoid overusing them, especially in business emails where clarity is key. If you’re unsure about a phrase, choosing a more straightforward expression is better.
Examples:
- “Touch base” is often misused by non-native speakers who may not understand its meaning.
❌ “Let’s touch base at the end of the meeting.”
✔ “Let’s follow up at the end of the meeting.”- “Follow up” is a clearer, more professional alternative to “touch base.”
- “Circle back” is another common idiom that can confuse non-native speakers.
❌ “I will circle back to you after the meeting.”
✔ “I will get back to you after the meeting.”- “Get back to you” is a simpler way to express the same idea.
- “At the end of the day” is a phrase that’s commonly misused in email communication.
❌ “At the end of the day, we need to finish the project.”
✔ “Ultimately, we need to finish the project.”- “Ultimately” sounds more natural and is more direct in a professional setting.
- “By the way” is casual and should be avoided in formal emails.
❌ “By the way, can you send the report by Friday?”
✔ “Could you please send the report by Friday?”- “By the way” can sound too informal, while “Could you please” maintains professionalism.
Tip: Focus on clear and professional communication rather than trying to use every idiom in the book. If you’re unsure about an idiom, it’s better to ask someone or quickly search to ensure it fits the context.
Mistake: Overloading Emails with Information
Description: Non-native speakers may try to cover too much ground in a single email, leading to long, confusing messages, overwhelming the reader and reducing the impact of your message. There is also a danger that something could be overlooked.
How to Fix It: Stick to one central point per email. If you have multiple topics to address, consider breaking them into separate emails or using bullet points to make the message easier to digest.
Example:
❌ “Here is the project timeline, budget details and all the client feedback, please look over them carefully and let me know what you think.”
✔ “Please find the attached project timeline and budget. I’d appreciate your feedback on the client’s comments by Friday.”
In this case, the original email is overloaded with information. By breaking the email into more focused points (e.g., timeline, budget, feedback), the message becomes much easier for the recipient to follow.
Another example:
❌ “I need your feedback on the meeting agenda, the new proposal and the draft contract. Also, I would like you to review the financial report. Please send me your comments by tomorrow.”
✔ “Could you please review the following documents and provide your feedback by tomorrow?”
– Meeting agenda
– New proposal
– Draft contract
– Financial report
By organising the information into bullet points, the recipient can focus on each task and not feel overwhelmed by a wall of text.
Tip: Using short paragraphs or bullet points to organise your message helps the recipient focus on the most relevant information.
Mistake: Failing to Proofread for Language Errors
Description: Language mistakes are common, especially for non-native speakers. Typos, incorrect grammar or awkward sentence structure can undermine your professionalism and clarity.
How to Fix It: Always proofread your emails before sending them. Use a grammar checker like Grammarly or ask a colleague to review your message if possible.
Example:
❌ “I will appreciate if you can send me the report soon.”
✔ “I would appreciate it if you could send me the report soon.”
Tip: Read your email aloud before sending it. This helps you catch mistakes and assess whether the tone sounds natural.
Mistake: Not Using the Right Tone
Description: Finding the right tone in business emails can be tricky. Non-native speakers may sometimes come across as too harsh or overly casual due to cultural differences in communication styles.
How to Fix It: Adjust your tone based on the recipient and the situation. In general, be polite and professional, but avoid sounding overly formal or too casual.
Example:
❌ “I need the report now!”
✔ “Could you please send me the report as soon as possible?”
Tip: When in doubt, err on the side of politeness. A polite tone is always appreciated in business communication.
Common Business Email Mistakes – Conclusion
Business email communication is an essential skill for professionals, and avoiding common mistakes can make greatly affect how your messages are received. By focusing on professional greetings, clear and concise language and proofreading, you can enhance your email communication skills and avoid misunderstandings.
For more tips on writing clear and professional emails, be sure to check out The Dos and Don’ts of Workplace Email Etiquette. Want to take your email skills to the next level? Join our community for ongoing support and personalised advice on mastering business communication.
