Email remains the most used communication channel for businesses and millions of people worldwide. Gmail, from Google, is the leading service; using it more efficiently includes some rules that improve results.

According to communication researchers, particularly in the digital age, there are common mistakes people continue to make when sending emails.

First, the use of inappropriate language or writing style. They believe that a user cannot address a client, employer, store owner, or government office in the same way they would a family member. In these formal situations, a polite greeting is appropriate, followed by a short paragraph expressing the main message, a closing, and a signature. Avoid using everyday words or emojis.

Using email for urgent matters is not recommended. This is the second most common mistake and can be avoided by making a call, video call, or sending a message via WhatsApp, as more immediate alternatives. There is also the option of meeting the person in person.

The third mistake is using email with inefficient structuring, including unnecessary paragraphs and leaving the most important or essential information for the end. In these cases, the email may be partially read without the recipient understanding the sender’s message. Furthermore, reading excessively long texts is tedious and time-consuming these days.

The fourth common mistake in email writing is the use of attachments. In this regard, and to avoid being considered spam or a threat, it’s essential to specify in the email body what is being attached and its corresponding format: .pdf, .docx, .jpg, .mov, .zip. And, of course, remember to attach the file.

The fifth mistake, significant for its lack of courtesy, is sending a new email too soon. Considering that messages sent via Gmail, WhatsApp, or other similar platforms are not opened instantly, it’s best to wait 24 to 72 hours between sending one email and the next. Always consider whether the matter is urgent, as in such cases, a call or personal visit to the recipient is more efficient.

These errors are the most common in daily email sending. They make the sender appear unprofessional, anxious, careless, or even disrespectful.

M.Pino

With information from Computerhoy

(Reference image: Stephen Phillips – Hostreviews.co.uk on Unsplash)

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