Skip to Content

The 15 Bad Email Habits You Need to Quit Right Now

Don’t hit ‘send’ again until you read this!

By
bad email habits
Getty Images

Email is such an integral part of communication that you probably don’t think much about it. But it’s more essential than ever to pay attention to what you’re saying (and how you’re saying it!), especially if you’re working from home. Even if it’s just a note to far-away family and friends, there actually are times it’s not a good option for communicating. “Email is not always the best way to deliver some types of messages,” says Cynthia Grosso, national etiquette expert with Charleston School of Protocol and Etiquette in Charleston, South Carolina. “Email also doesn’t convey tone of voice or facial expression, so it may leave your message open to misunderstanding. It’s important to be mindful of that because once it’s out there, it’s always out there.”

Here are the top bad email habits you should drop ASAP:

Being too informal

letter with writing on it
danielle carson

Start your emails with a salutation such as “Dear [insert name]” or “Good morning [insert name]”. Use titles, such as Dr. Jones or Mr. Smith, especially if you don’t know someone. If the person says it’s fine to use his or her first name or signs the return email with his or her first name, follow their lead, says Grosso. But avoid being presumptuous, which can backfire. When closing a business email, sign off with something such as “best” or “regards” or “sincerely.”

Lengthy emails

letter with lots of writing on it
danielle carson

“Emails should be efficient and to the point,” says Diane Gottsman, national etiquette expert with The Protocol School of Texas. Because, honestly, no one has the time (or patience) to weed through a longwinded email! Your question or information also tends to get lost in a rambling message.

Advertisement - Continue Reading Below

Lengthy emails

letter with lots of writing on it
danielle carson

Long story short? You'll want to keep it short and sweet. “If you have a question, ask it right after the salutation,” says Gottsman. If you need to address more than a few items, a phone call may be a better choice.

Typos

letter with typos
danielle carson

We’re all guilty of this from time to time, but reread what you’ve written word-for-word. It doesn’t matter if it’s a message to your boss or your grandma; lots of typos and misspellings make you appear careless.

Advertisement - Continue Reading Below

Typos

letter with typos
danielle carson

Always, always, always use the spellchecker! Set it up so nothing sends without going through a spell check first. While you’re at it, double-check the spelling of the person’s name, says Gottsman. Nothing says “I don’t pay attention to details” more than messing up a name right at the beginning of your message.

Using emojis and abbreviations

emojis on letter
danielle carson

It’s fine to send your friend a few emojis in an email, of course. But a professional contact, especially if you don’t know them, not so much! Ditto for abbreviations such as IMO or TTYL that might not be understood, says Grosso.

Advertisement - Continue Reading Below

Long or confusing subject lines

letter with question marks
danielle carson

Subject lines introduce your message (or you!) and help the recipient decide how urgent it is, says Gottsman.

Long or confusing subject lines

letter with question marks
danielle carson

Make it concise, and avoid using too many details. “It’s not a sentence. It’s a sound bite,” says Gottsman. Good examples: Great interview candidate; Looking for business referral; Meeting follow up notes; Dinner next week?

Advertisement - Continue Reading Below

Humor

letter with laughing faces
danielle carson

Everyone has a unique sense of humor, and, sadly, yours isn’t necessarily going to be appreciated by the other person, says Grosso. It’s easy to misinterpret an attempt at humor in an email, and you may not realize if your humor has offended someone.

Humor

letter with laughing faces
danielle carson

Avoid jokes or comments that you think are funny but could be misunderstood. If you have any doubt, take it out! That goes for both work and personal emails. Remember, 70 percent of how we interpret a message is body language and facial expressions, which isn’t conveyed in an email, says Grosso. Humor also doesn’t translate well in international emails, so skip the jokes.

Advertisement - Continue Reading Below

Responding immediately when you’re upset

email icon
danielle carson

Oh, we know it would be oh-so-satisfying to send off that scathing reply immediately. Until about ten seconds after you’ve hit the send button, that is! We promise: Your snarky response will be remembered.

Responding immediately when you’re upset

email icon
danielle carson

If you’re angry or stressed, take a break. Then sit on your response, and wait before sending it— even sleep on it first, if that helps give you perspective. It’s far better to wait a day than to snap and send something ugly. But it’s never too late! “If you say something you regret, own it and apologize right away,” says Gottsman. “Say something like, ‘I reread what I wrote and I think it may have seemed harsh. I apologize.”

Advertisement - Continue Reading Below

One word emails

letter with 'sure' on it
danielle carson

You received a mass email from your boss, which didn’t specifically ask for a response. Now everyone’s responding with one or two-word answers: “Okay” or “Got it” or “Thanks.” With most people’s inboxes flooded every day, no one needs one more email that isn’t essential.

One word emails

letter with 'sure' on it
danielle carson

Think about whether or not an email truly needs an answer. If your boss asked a question, obviously, he or she is expecting a reply! But if information simply was being passed, you don’t necessarily need to respond, says Grosso. If you’re unsure, simply ask your boss what he or she prefers for future reference.

Advertisement - Continue Reading Below

Typing in ALL CAPS

letter with 'hello' on it
danielle carson

Sending a message in ALL CAPS should not be done, even to emphasize specific words. It just seems like you’re shouting at your recipient, which is never okay, says Gottsman.

Typing in ALL CAPS

letter with 'hello' on it
danielle carson

If you do want to emphasize a word, it’s okay to underline or italicize. Better yet, do what your high school grammar teacher told you and find a more powerful word to express yourself!

Advertisement - Continue Reading Below

CC’ing everyone

letter and envelope
danielle carson

Not everyone on your team needs every message. It often clogs up everyone’s inbox so you might miss the messages you do need to see.

CC’ing everyone

letter and envelope
danielle carson

Sending copies should be on a need-to-know basis. “It’s fine if you need to keep everyone in the loop, but think about why you’re sending something in the first place,” says Grosso.

Advertisement - Continue Reading Below

Photo in your signature

envelope with mail in it
danielle carson

It’s acceptable to include a photo of yourself in the signature line in some industries such as real estate or auto sales. But it’s not generally not done in other fields, and it may be looked at as odd or off-putting, says Gottsman.

Photo in your signature

envelope with mail in it
danielle carson

Just don’t do it unless it’s widely accepted in your industry. Otherwise, portray your professionalism with concise copy and a clear tone, not a glamorous head shot.

Headshot of N/A Arricca SanSone

Arricca Elin SanSone writes for CountryLiving.com, WomansDay.com, Family Circle, MarthaStewart.com, Cooking Light, Parents.com, and many others. She’s passionate about gardening, baking, reading, Polish pottery, vintage cookbooks, and spending time with the people and dogs she loves.

Watch Next 
preview for Good Housekeeping US Section: Life
Advertisement - Continue Reading Below