So I was writing an email to my boss the other day and I came across an email that I had
written for the first time in my career. That’s right, the first email that I had ever written
and I came across so many sentences that I should not have used at all. That's right.
There are so many sentences, so many lines that should never ever feature in your professional
emails. Well that's what we are going to talk about today, 8 sentences that should not be
featured in your business emails.
Hi, I'm Rima and we are talking about eight lines that should absolutely never ever feature
on your business emails. That’s right. So the first one on my list is, “it's not a
high priority but...” that's right. Now imagine you are writing an email to your boss
or to your colleague or to somebody who is in another company or in another firm and
you start your email with, “it’s not a high priority but I request you to look in
to a certain matter." Now tell me one thing why would you be writing to somebody if it
was not priority or high priority? Right? I mean I understand there are priorities and
there are high priorities and there are highest priorities. And every person is capable of
deciding for himself or herself on what priority a certain task is. So why would you want to
write that down? I would suggest that instead of writing it's not priority or it's not high
priority, you just begin your email with the regular greetings and continue to list out
the task or the favour that you are requesting and leave it for the other person who is the
reader to decide whether or not it is priority for them. And if it is priority make sure
that you actually mention that at the end by saying, "I look forward to hearing from
you as soon as possible, thank you."
Now another line that cannot be part of your business emails is, "you're probably too busy
but..." Now why would you want to brand someone as too busy or too free or too whatever else?
You just write your requirement or you just give out the information that you have to
give out through your email and let the other person read and decide what course of action
he or she wants to take. Branding someone as too busy can come across as you being sarcastic
of almost disrespectful in the present scenario which is considered very, very strict in terms
of professional etiquette.
Now another line that should absolutely never feature in your business emails is, “you
don't know me but...." I mean common that is hilarious isn't it. This means reminds
me of an email that I had received a long time back from someone that I didn't know.
and the email started with you don't know me but I must tell you take I work in the
office adjacent to your office and I’m kind of looking to switch to your company, can
you help me? And the end the person had written thanks and his name. I thought that was hilarious
and if you ever have to write to someone whom you don't know from before, make sure you
never write the line you don't know me coz that would really, really put off the reader
instead why don't you take that opportunity to introduce yourself properly, your full
name, your designation and your intention of writing the email, that will make the reader
sit up and take notice of why you are writing the email, who you are and make sure that
the reader reads your email and then you will get your desired response. So make sure never
use the line, you don't know me, that's a complete no-no.
Now another line that I've come across in emails which I find really funny and which
should never be included in a business email is, "can you please pass along this email
to so and so." Isn't that funny? Imagine you want to write to A regarding some work, you
don't know A. So you write to B and request B to pass along your email to A. Trust me
in the professional world this is considered absolutely rude and impolite and don't ever
do this. Don't ever include the line, can you please pass along this email to so and
so, xyz in your email because that's considered against the professional etiquette.
Now imagine receiving an email that says, “This might not apply to you but I’d still
like to share”, okay. That brings me to the question if this might not apply to me,
why are you sharing the information with me? So make sure that whenever you are writing
a business email it is relevant to the person you are writing it to. You cannot write random
information to a person, if it does not apply to that person and more so you cannot write
the line which says, this might not apply to you coz I don't think any person who is
really busy in the corporate world is ever going to read your email beyond that line
if you use the line, this might not apply to you.
Well another line that you must absolutely stay away from in business emails is, "I'm
not expert but...." Now if you are not an expert, your opinion is definitely not appreciated.
Now there are times you want to give an important opinion or you want to give some feedback
and you may not be an expert on that subject or that matter but you can just give your
feedback anyways and leave it for the other person to decide whether or not they want
to take your feedback. But do not state that you are not an expert coz then your opinion
will not be taken seriously at all and if I were that person, who you are writing to,
promise you I wouldn't even read your email after that.
So I had a colleague who was really funny and he used to write at the end of his emails,
the very, very absolutely unacceptable line, please excuse any typos in there may be any
in this email. And I was appalled at just reading that. Why would you ever write such
a line in your email? The only reason that you would do something like this is because
you are too lazy to read your email after writing it, you are too lazy to spell check
it, you are too lazy to correct the punctuation and grammar errors before hitting the send
button. Do not make this mistake coz it makes you come across as lazy and lax at your work.
So do not write this line and better still read your email, check it properly and then send it.
Now one last line that I absolutely want to caution you about is the line, no response
needed. I actually receive so many emails telling me that they like my videos; they
like my work and at the end people write no response needed. Well, thank you very much
for your compliments but I promise you if I feel like responding I will and if i probably
don't have the time to respond, I may not. But you do not need to write this in your
email at any point in time, neither at the beginning nor at the end. You must leave it
for the reader to decide for himself or herself whether or not he finds it necessary to respond
to your email. So definitely this is the line that you want to lose and that line is, no
response needed. I'm telling you, this line not needed.
Well I really hope you've enjoyed this video and learnt which lines you need to avoid in
your business emails. Make sure you subscribe to our channel, this is me Rima signing out
saying bye and take care. You keep watching Skillopedia, the place to learn skills for the real world.