How to Proofread Emails and Avoid Mistakes

One step that many people skip when emailing is proofreading.

How many times do we send and receive emails that leave off attachments, have misspelled words or are just unclear? Whether it’s an internal or external email, mistakes make you look bad, or worse, can cost your organization. Think about the damage one misplaced comma in a dollar amount can do. Consider what firing off a hostile email when you’re emotional does to your reputation.

So let’s talk about two things.  First, some common language mistakes in emails and second, some tips that will make you a better proofreader.

 

Common Email Language Mistakes

Most of us have received emails that are confusing. They’re disorganized or the person repeats him- or herself, giving you the same information in more than one way … and these repetitions are inconsistent.

“This week, please begin turning in your completed expense reports by Friday. We will be cutting expense checks on Monday (this week only), so if you want to be paid on time, please start turning in your reports on time.”

Confused? Does this mean that Friday is now the new “turn-in” day. Or is it just for this week? Better to say it clearly … one time.

Another common mistake is that emails often have an unclear purpose. If you want the reader to do something, tell him or her right up front, not as an afterthought at the end.

“It was great to catch up with at the conference Bob. So enjoyed hearing about your new home and job. I wanted to follow up regarding our conversation about …. I would love it if you could get involved with this new venture. Look forward to your joining our group.”

What does this person want? A better follow up would include some details about what’s ahead with the “new venture.” Will the person receive a calendar of events or an invite of some sort? And save the pleasantries for the end, in case they never get that far.

Another language mistake: run-on sentences. When we write sentences that twist and turn too much, it’s so easy for your reader to get lost and then they won’t have any idea what you were saying and whether they need to respond or act in some way or whether they should simply keep reading and wait for more directions from you or someone else who you included in the email because you didn’t assign any roles.  See what I mean?

 

Get more business grammar and proofreading tips in this live, virtual seminar.

Or check out our Writing Better Business Emails.

 

Now, let’s shift gears and talk about a few proofreading tips….

1. Check numbers, names, dates, times and data for accuracy. Is it Tami or Tammy; Tuesday, May 27 or Monday, May 27?
2. Check your tone. Put yourself on the receiving end and consider whether anything can be misinterpreted as negative or angry. (Sometimes it helps to read your email aloud.)
3. Tighten. Big words and long sentences are harder to read. Cut words where possible. Use short words where you can. Use one precise word rather than two describing words and a noun (very, very large crowd vs. massive crowd).
4. Check for clarity. Find the most precise way to say it. (If you feel the need to repeat anything, consider rewriting it instead so you only have to say it once … clearly.) If you’re giving complicated instructions, send the email to one person first and ask them to take a look.
5. Proofread slowly. Read line by line to catch spelling, grammar and punctuation errors.
6. Make sure any hyperlinks work. If you’ve included a link, click it to make sure it goes where you intend.
7. Take a break. If you’re writing a complicated or emotional email, take a coffee break and let it sit for a few minutes (or a day) and come back to it with fresh eyes or after you’ve calmed down.

Writing and proofreading are separate skills and should be treated as such. Practice your proofreading skills on every email before you hit “send.”