Email Archives - CareerBeeps

We've all received an email that rubbed us the wrong way. This may not have been intentional, but it still happened.

Email is an essential part of the modern workplace, but it can be a tough way to communicate. You're not talking to someone face-to-face, which means they can't read your body language or hear your tone. This can lead to a lot of misinterpretation.

What you're trying to say in an email isn't always received in that way. Certain phrases that you use to mean one thing could mean a totally different thing to your recipient and, as a result, your message could be lost in translation.

To avoid any misinterpretation, make sure you eliminate these phrases in your work emails...

"Per My Last Email"Â

via GIPHY

Do yourself a favor and erase this phrase from your email vocabulary.

While you may use it to reference something in your last email, it comes off as SUPER passive-aggressive. You're essentially saying, "Hey, I addressed this in my last email, and you should have looked at it before emailing me a second time." That's not leaving a good impression on anyone.

There are MUCH better ways of getting your point across without coming off as passive-aggressive. For starters, you could simply state your point again, instead of saying "per my last email." That way, you address the situation directly and your message doesn't come off the wrong way.

"Please Advise"

via GIPHY

Now, some people may not see this phrase as negative...but hear us out.

Using this phrase (especially at the end of an email) can give your email the wrong tone. It could come off as a challenge rather than a request. It could also come off as passive-aggressive in the wrong context.

For example, if you're elaborating on an issue and put "please advise" at the end, you could come off as saying, "Here's what I'm doing to try and fix the issue; however, I can tell you don't agree with it, so tell me your opinion on what I should do." That's not a good tone to set with anyone.

Grammarly offers some great alternatives to this phrase. See if you can use one of those in an email instead of "please advise." However, if you must use it, be sure to set it up properly and set the right tone.

"To Reiterate"Â

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This phrase is simply unnecessary and can come off as a bit rude, especially if you put it in the first email to someone.

Think about it. If you're typing "to reiterate" in an email, it's because you assume the recipient didn't understand your message the first time. When you use this phrase, you're basically saying, "I know you didn't understand this, so here it is AGAIN."

This phrase can rub people the wrong way, especially if you use it in the first email to someone. Give them the chance to read your email before assuming they won't get the point. If they have questions, they'll send a follow-up email. THAT'S your chance to (nicely and professionally) explain your point again.

"Prompt Reply"

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Look, we get it. You're a busy person, and sometimes you need a fast reply.

However, there are other ways to get a fast reply from someone without saying "prompt reply" in your email. How would you feel if you got an email from someone saying, "I look forward to your prompt reply"? You would feel like you're on the spot, right? It also implies that your matter should take priority over your recipient's other matters (and that's not always the case).

At the end of the day, this phrase can rub people the wrong way. If you need a fast reply from someone, try giving them a call or sending them a message on your company's instant messaging system instead of emailing them. Chances are, they'll get back to you faster since your message isn't stacked in their inbox.

"Just Checking In"

via GIPHY

LOTS of people use this phrase at work. People tend to think this is a lighthearted way to check in on things.

However, using this phrase when following up at work can do more damage than you think. When you use it, you're basically saying, "Hey, I noticed you haven't done your part yet." You're checking in on them in a (seemingly) nonchalant way, but trust us, the recipient of your email will see through it. It could really rub them the wrong way, especially since you aren't being direct about what you want in your email.

There are plenty of other ways to follow up via email without using the phrase "just checking in," so please, use one of them next time you're looking for a status update.

At the end of the day, it's important you set the right tone in your work emails. Using the right words in the right context can save you from coming off the wrong way. Having a clear and direct message in emails is crucial for workplace communications, and by eliminating these phrases from your email arsenal, you'll be a better communicator.

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5 Email Phrases To Avoid Using At …

7 Cover Letter Mistakes You Make When Applying Via Email

How many times have you applied to a job via email by shooting the employer a copy of your resume and cover letter? I'm going to venture a guess and say at least 20 (but more likely hundreds of times) if you've been searching for any significant length of time.

Here are some of the most notorious cover letter mistakes we've seen when job seekers apply via email and what you can do to greatly improve your chances of being noticed (Make sure you remember these as you write your disruptive cover letter!):

1. Attaching The Cover Letter To The Email

What's wrong with that, you ask? Most hiring managers aren't going to open the cover letter and read it. They'll go straight to the resume instead. Want to ensure your cover letter gets read? Copy and paste it into the body of the email. Whoever received the email will be much more likely to read it if it's already right there in front of their face.

2. Writing Your Whole Life Story In The Body Of The Email

Man emails his cover letter to an employer

Don't go overboard with details; keep it short. The hiring manager won't be willing to invest a lot of time reading your email. Keep it short and to the point.

3. Providing Information Not Relevant To The Position

Here is a great example:

When I want to bring an additional resume/cover letter writer on staff, I'm not looking for someone with technical writing expertise, article writing skills, or journalism savvy. Those forms of writing aren't relevant to what we do here. I want a writer who has extensive expertise and certification in resume writing. If someone goes on and on in their cover letter (or in the body of the email) about all their other writing experience, they will lose my interest. Instead, I want them to tell me about their most relevant experience as it relates to my needs. I want them to tell me about any resume writing experience they have.

Give the hiring manager a brief overview of the most relevant experience you have, appropriate to the position they are trying to fill. This will pique their interest—rather than lose it.

4. Excluding Information They've Specifically Asked You To Include

Depending on the position, the employer may ask you to submit a sample of your work, portfolio, hours of availability, or even salary requirements. Whatever it is they've asked you to include, make sure you include it in your cover letter. If not, you will most certainly be removed from consideration for failing to follow instructions.

Following instructions and acknowledging everything the employer has asked you to address in the job posting not only saves the employer time but makes you look good. I can tell you this from experience because 9 out of 10 applicants will fail to address every stipulation the employer has listed. It happens to us all the time.

5. Not Using A Cover Letter At All

We've received emails from applicants, and the body of the email provides either little or no information whatsoever. Some simply state, “Here is my resume for your review." You are selling yourself short by not including at least a brief introduction, especially if the employer outlines specific requirements.

Take the time to write, “I see you need someone with availability to work nights and weekends; I would enjoy working these hours and am available to do so." Or, “I have included a sample of my work for your consideration along with my resume. If you have any questions, please do not hesitate to contact me."

6. Forgetting To Tell Them Why You're The Best Fit

Let me tell you about one of THE BEST cover letters I've ever seen: I could tell this person put effort into it—and she took the time to specifically and meticulously review our job requirements. She scrutinized our requirements and detailed in her cover letter how she had experience meeting those needs. It was applicable, relevant, and attention-getting. It was probably one of the only cover letters that actually made us want to read the corresponding resume.

7. Using A Boring Closing Statement

Woman sends her cover letter to an employer

Instead of using the same old boring line, spice it up a bit. One of the more daring cover letter closings I have read closed with, “Call today, don't delay." I applauded her boldness and had to call her. The closing was confident, feisty, and it certainly grabbed my attention. Not to mention the entire cover letter addressed everything she brought to the table as a potential employee and how these elements were relevant to meeting our needs.

What I am trying to get you to see is boring the hiring manager with details not relevant to the job opening—or not making the most of the space and time you're getting—is really to your detriment. Instead, take the time to write something catchy, relevant, and targeted to the position for which you are applying. Sure, it may take a few extra minutes to tweak your cover letter, but in the end, if you get the interview, won't it be worth it?

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This article was originally published at an earlier date.

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