7 Deadly Emails and How to Avoid Them

7 Deadly Emails and How to Avoid Them

In today’s digital era, technology plays a key role in building business relationships. Every business focuses on marketing, lead generation, sales, meeting deadlines, and ultimately realizing their business visions. Digital communication plays a key role in working towards your business objectives. Everyone relies on emails for faster and easier communication, but at times you realize that an email isn’t a good idea. Although email communication can be an effective tool in building businesses, but at times an email can get on your nerves and harm budding business relationships.

So, what do we do to avoid potential communication blunders? Of course, practice good email etiquette. There are tons of best practices on email etiquette available online, so for a change, let us look at seven deadly emails that can break down business relationships.

Cool down, then press send.

The “Angry “Email

The “Angry “EmailMore often email communication is not equivalent to an effective one-on-one conversation. How often have you been annoyed with someone for whatever they have written? You are fuming and decide to shoot back an email, giving a piece of your mind. You pour your emotions and finally hit the send button with a feeling of accomplishment. After this, your anger subsides gradually and you start feeling great. After a while, you start pondering whether it was a right move. Alas, it is too late.

How to avoid sending an angry email?

  1. Draft an email, but do not send it. Write everything you wanted to write, to let it out of your mind. *Note: Do not complete the “To:” address line, you don’t want those angry fingers accidentally hitting “Send” on a half-baked, wild person, angry email!
  2. Take a break. Maybe grab a coffee, or even better, sleep on it. You can see things more clearly the next morning.
  3. Decide whether you still want to send the email. If not, delete it and if you want to send it, turn it into a professional email and avoid pouring out your emotions.

So, the mantra is, Cool Down!


The “Just Following Up” Email

The “Just Following Up” Email—Quite often you are desperate about converting your lead into a prospective client, and wait anxiously for a response. Let’s say you are thrilled about getting a big win, but you haven’t heard from them for a while. You end up sending a “just following up” email without any strong call-to-action or background information.

As follow-up emails are crucial in building relationships, you can turn the email into an effective follow-up email.

How to send an effective follow-up email?

  1. Provide background information, but don’t overdo it. Your busy client might not remember the details of your earlier interactions. So, provide a quick overview of the previous discussions.
  2. Include information that adds value. For example, information that interests the client to go for your product. Information about how your product would be suitable for them, information to help them determine the cost and compare it with your competitors, including benefits and statements as to why your product is best for them.
  3. Finally, include strong statements that would likely get quick responses.

The “Break-Up” Email

The “Break-Up” Email—You have sent umpteen follow-up mails, and you still haven’t received a response. You are restless because you haven’t heard back, and you’re pretty sure you know why. The deal is obviously dead, gone, buried, and you’re still holding on to a shred of hope. Maybe it’s time to let go. Breaking up with a prospective business lead can be tough, of course, like breaking up from a personal relationship. However, if you don’t want to accept defeat you can draft a break-up email, which can motivate your lead to respond.

How to send the ultimate break-up email?

  1. Your aim is to salvage an existing relationship, so spell out your intentions clearly.
  2. It is important to indicate that you value them as a priority, but you understand if its time to close the relationship.
  3. Ensure that you ask them permission if you can close their business file because research reveals that break-up emails trigger emotions and stimulate the reader to respond.

The “Do Not Reply” Email

The “Do Not Reply” EmailYour mouse hovers over the “reply” button when you notice, <do not reply> in the address bar. Seriously? Emails with alerts that prevent you from replying are annoying and it doesn’t seem fair that they can hit your inbox and you can’t shoot a message back. I mean, we get it, <do not reply> messages are set up to avoid the surge of emails that the company might receive and also lack of time and resources to monitor and respond to such emails, but it could be done in a less abrasive way.

Tips to use friendly alerts in emails

  1. Use customer-friendly and professional alerts.
  2. Do not use bold and capital text.
  3. Explain the need for having the alert message and additionally provide contact details for sending in your responses.

The vague “Out-of-Office” Email

The vague “Out-of-Office” Email—Good for you! You’re on vacation, took a day off to run errands, or made a dentist appointment, for whatever reason, you are “out-of-office” and you’re loving life. Back at the grind, emails are pinging your inbox and getting an auto-response that you’re gone. Seems pretty simple, most of the out-of-office emails mention your absence and when you would be back to work. However, there are a couple of reasons to step up your “out-of-office” email game. For instance, a long awaited email that you’ve been expecting from a potential client that could help you build a business relationship may come in, or a project with a critical deadline hits a roadblock and needs your help. You certainly wouldn’t want either to be ignored! No worries, there are a few tips to make sure you bring your A-game, even when you are “out-of-office”!

How to write effective out-of-office reply emails:

  1. Set up two-responses, one for inside the office, one for outside the office. Inside the office, give contact info for emergencies. Outside the office point senders to your alternate point of contact.
  2. Make sure and tell the alternate contact what to expect, which clients might reach out, and the status of their projects.
  3. Ensure that you include useful information that can help the reader in understanding more about what to check and whom to approach in your absence.

The “Deadly Diatribe” Email

The “Deadly Diatribe” Email—Emails are effective tools for faster and easier communication, but at times you realize that for some things, an email isn’t a good idea. However, eager not to miss important information, quite often you might end up explaining everything in a lengthy email. Most days, reading several paragraphs about why a deadline was missed isn’t what your boss wants (or has time) to read. Emails that drone on about a specific topic aren’t helpful, actionable, or entertaining. In fact, they could be wasting time.

Tips to avoid deadly diatribes

  1. Give powerful subject lines
  2. Draft short emails that convey the required information.
  3. Fix an appointment for a follow-up discussion to discuss in detail.
  4. Be specific while conveying your message.

The “Impersonal Spam” Email

The “Impersonal Spam” Email—Emails are great tools for keeping customers informed about promotions, features, and best practices. However, frequent marketing promotions, spam the customer’s inbox. So, the solution is to work towards sending personalized emails with customized solutions that would interest the customer.

Emails are popular because of their immediacy. Effective business email communications convey that you are an incredible professional and a pleasure to do business with. So, drafting short, to the point, effective, and actionable emails will enhance business relationships and help you build successful businesses.

Let us know, have you ever sent a deadly email?