Opinion | Proofing emails is never a mistake | Jaimie Abbott

Have you ever received an email from a friend, colleague or even your boss that was filled with poor grammar and spelling mistakes?

I have, and it certainly makes it hard to work out the sender’s intent when you’re so distracted by there  . . . they’re . . . their poor grammar.

The power of words can’t be underestimated.

They have the power to influence people, attract new clients and are generally a great way to communicate our thoughts and ideas.

Businesses often spend a lot of money on marketing and corporate branding, but if you or your staff are sloppy in correspondence with the outside world, this good work can all be undone.

Social media has many common terms abbreviated (btw and ttyl), but you can’t assume the person receiving it in a business sense knows what you’re talking about.

Thanks to technology, we have been blessed with auto-correction and spell-check.

However, we can’t always rely on this.

If you’re sending an email and representing your business, you really need to proof read it before you hit send.

Here is why it’s important to use correct spelling and grammar when drafting an email:

1. The first impression is the last impression. Communication can’t be taken for granted in the corporate world.

2. It avoids miscommunication.  Make sure you cross-check every letter, email, or any other form of communication you make, with your colleagues or a trusted friend. Poor grammar can misrepresent the information you are trying to convey to your client or staff. 

3.  It can affect your business. Future customers/clients may hesitate to do business if they find spelling mistakes or see other errors. It’s a turn off. Perception is reality and you don’t want to lose credibility or come across as unprofessional.

4.  Establish a good rapport. Most of the time, business communication is conducted by email. Your suppliers, staff and other business associates often go by the words that are written in a contract or email, so make sure every time you communicate with them, all the words make sense.

Spelling errors stand out like a sore thumb.

They can make readers cringe.

Don’t create any questions about you or your company’s competency or reliability.

Jaimie Abbott is the owner of Jaimie Abbott Communications, a public relations agency based in Newcastle

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