8 Common Email Mistakes — And How to Avoid Them
- Zoe Ford
- Nov 20
- 5 min read
Even experienced professionals, native and non-native alike, sometimes get emails wrong.
In my work helping learners improve their professional communication, I see countless examples of poorly written emails, letters, and reports, some with basic spelling or grammar mistakes, others with confusing layouts or unclear language. When I ask who wrote them, the answer is often, “My boss, and I’m not supposed to change it!”
It’s a reminder that everyone, no matter their level or nationality, can slip up when it comes to writing clearly and effectively. From vague subject lines to unclear tone, small details can have a big impact on how your message is received.
In today’s fast-paced world, email is one of the main ways we communicate at work. It reflects not just what we say but how we think, operate, and connect. Writing with clarity, confidence, and the right tone helps you sound credible and approachable and ensures your ideas get the attention they deserve.
Let's take a look at some common mistakes and how to correct them.
Vague or unprofessional subject lines
The mistake: Using generic subjects such as “Hello” or “Question” that don’t tell the reader what the message is about.
Why it’s a problem: A weak subject line means your email may be ignored, lost, or mistaken for spam. It’s also frustrating for the recipient and makes it harder for colleagues to find it later.
The fix: Be specific and purposeful. A clear subject line shows respect for the reader’s time. Example: Legal department meeting – 7th February 11 am.
Think of your subject line as your email’s summary; it should tell readers what to expect and why it matters.
Being too formal (or too casual)
The mistake: The way we communicate at work has become noticeably less formal over the years. However, that doesn’t mean you can write to your boss like you would to your mate! Many professionals still struggle to find the right tone, being too polite and old-fashioned, or too relaxed and familiar.
This is a common problem for non-native speakers, who often learn formal English from textbooks that use outdated styles and vocabulary.
Why it’s a problem: An overly formal tone (“Dear Sir/Madam,” “I would be most obliged…”) can feel distant and unnatural, while overly casual messages (“Hey,” “Cheers,” “LOL”) can come across as careless or unprofessional.
The fix: Aim for modern professionalism: warm but respectful. Use greetings like “Hi Alex,” or “Good morning, Sarah,” and polite, direct phrasing such as “Could you please confirm…”.
A good test is - would this sound natural if I said it face-to-face?
Not making your purpose clear
The mistake: Emails that give background information but never clearly state what the sender needs.
Why it’s a problem: Even well-written messages can lose their impact if the main point is hidden. The reader may not know what action is expected or may not reply at all.
The fix: State your purpose early and finish with a clear next step.Example:“Could you confirm your availability for next week’s meeting?” Or,“Would you please send me the revised report by Friday?”
Clarity is a sign of professionalism and respect.
Overusing filler phrases
The mistake: Expressions like “Just checking in,” “I wanted to ask,” or “I’m writing to let you know that…” appear harmless, but too many make your writing sound hesitant or unsure.
Why it’s a problem: Overusing fillers, even though they occur naturally in speech, weakens your message and can reduce your authority. It’s a common habit among both English learners and native speakers.
The fix: Be concise but still friendly. Instead of:“I just wanted to check if you received my email.”
Try: “Have you had a chance to review my previous message?”
Confidence in writing comes from precision. Say what you mean and say it simply.
Mixing directness and politeness poorly
The mistake: Finding the balance between being polite and being clear is one of the hardest parts of professional English, and even native speakers often get it wrong.
Why it’s a problem: If you soften your message too much, it may sound uncertain. If you’re too blunt, it can feel cold or even rude.
The fix: Pair direct statements with softeners to sound both confident and considerate:“Could you send me the report when you get a chance?” Or,“I’ll need the figures by Monday, if possible.”
This balance is especially valued in British communication, clarity wrapped in courtesy.
Inappropriate tone
The mistake: Using slang, emojis, or excessive punctuation (!!!, OMG, LOL) in professional emails.
Why it’s a problem: These can appear overly casual or even unprofessional, especially across cultures or with people you don’t know well.
The fix: Use natural, conversational language, but avoid slang. Friendly doesn’t mean informal. “Thanks for your help with this!” sounds far more professional than “Thanks sooo much!!! 😊”
Emails that are too long
The mistake: Dense paragraphs filled with unnecessary detail that take too long to read.
Why it’s a problem: Busy people tend to skim read. Long blocks of text mean your main point may be missed.
The fix: Be kind to your reader’s eyes. Use short paragraphs, bullet points, and clear formatting. Keep one main idea per paragraph and say more with fewer words.
Not proofreading before sending
The mistake: Forgetting to reread your message before you hit “Send”.
Why it’s a problem: Even small mistakes, like mixing up then/than or sending the wrong attachment, can harm your credibility or cause confusion.
The fix: Pause before sending. Check for:
✔ Typos and grammar
✔ Correct names, recipients, and attachments
✔ Tone - does it sound polite, and not abrupt?
Reading your message aloud helps spot mistakes your eyes might miss.
Final Thoughts on Email Mistakes
Professional writing isn’t about using big words or trying to impress. It’s about communicating clearly, confidently, and with respect.
From subject lines to sign-offs, your emails tell a story about who you are at work. By finding the right balance of tone, clarity and confidence, you’ll not only avoid common mistakes but strengthen your professional relationships every time you press send.
✨ Reflection: Before sending your next email, ask yourself: Is it clear, courteous, and easy to read?
If the answer is yes? Congratulations, you’re already writing like a pro.
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Your Author: Zoe Ford
Zoe is a CELTA-qualified EFL teacher and Ex-Director of Studies at a prestigious private language school in London. She has been teaching English to adults for over 10 years and has helped hundreds of students to reach their learning goals.
When Zoe isn't teaching, you can find her experimenting with new recipes in the kitchen. Most of the time, they work out well-ish. She also loves sport, travelling, reading, and sharing her passion for learning with others.
