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10 Email Mistakes Everyone Should Avoid

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10 Email Mistakes Everyone Should Avoid

The way in which Email is used nowadays has changed drastically with the introduction of smartphones and tablets. Many people have moved away from the formality of letter-writing styles in Email to more conversational Instant Messaging uses. However, especially within a Work Environment, it is necessary to make sure you fulfil a certain criteria in order to maintain professionalism. Here are some of the Email mistakes that people make often to really consider.

1. Use greetings and closings.

Too often we are caught off-guard with an Email, and try to respond as quickly as possible by just sending back the information they’ve asked for. However, common courtesy still applies to Email! Make sure you address the person correctly, be it ‘Dear Mr. Miles’ or ‘Hey John,’ —depending on whether it is a colleague, someone you met on a training course, or a client—and make sure you tail off the Email correctly, too. Not only does this help people decipher where the Email starts and stops (especially if you’re Email client shows previous conversations), but it also keeps a little formality and professionalism associated to your persona. People are likely to take you more seriously.

However, especially with closings, you can be a little less formal with these and actually use them as part of the conversation. Consider the following: ‘Thanks for passing on that Information,’ ‘Good luck in your endeavours,’ or ‘Look forward to seeing you next Tuesday.’ All of these don’t necessarily sound as formal as ‘Yours Sincerely,’ or ‘Yours Faithfully,’ but still have the closing appeal of a letter, and offer some form of conclusion to the message you have been writing.

2. Subject is key.

The Subject of an Email is often overlooked, yet it can have such an impact on the delivery of the rest of the message. It is the first thing a person sees regarding your communication, and thus can be used to such a great benefit. You can outline the basic contents of the message, perhaps add a sense of urgency (a deadline to respond), or simply mention that it doesn’t necessarily need to be replied to.

You can guide the way in which you want the recipient to use the email, and by giving them an overall breakdown of the Email can make the contents a little easier to digest. Also, if you have previous conversations, or it is a group email, it can become very confusing if topics of conversation change but the subject line does not: an Email regarding Sales labelled as Human Resources could become very confusing.

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3. The opening paragraph outlines the content.

In your opening paragraph of an Email, always outline the content of the rest of the Email (especially if it’s a long one). This acts as a quick introduction and helps the reader guide through the rest of the content. It also quickly outlines the important information you want the reader to take from the Email. For example, you may open with:

Hey Fred,

I’m just sending you an Email to give you an update of our takings from Q1, and wanted your opinion on the findings.

On the whole, we managed to take…

If this Email was intended to just give information, Fred may not have taken a more critical approach to the figures. However, in asking for his feedback and opinion prior to giving the content, he is likely to read the information more critically and attempt to absorb more of the information. The easiest guide to the opening paragraph would be: Greeting – Outline Content – Desired Outcome. This not only helps the reader, but it helps you plan the content of the Email you are writing, too—so, all in all, is a bit of a win-win.

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4. Play to your audience.

This is very similar to the Tip 1, but more regarding the context of an Email. One of the biggest Email mistakes I’ve seen—especially with regards to my University studies—has been when people Email their professors in the following manner:

Hey John,

Can u send me the feedbaxk?

Thx Rick

Now, although University is probably not a great example due to the informality of many nowadays, there is still a line between informality and disrespect. Depending on who you are talking to, it is necessary to make sure you are communicating in an appropriate manner. If it’s a colleague you get on well with, by all means adapt a more informal stance but remember that if your communications are professional, keep them in a professional manner. This can lead to difficulties in working relationships when the confines of the working environment and the friendship become blurred.

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5. Recognise when Email is and isn’t right.

Sometimes a good old face-to-face chat is really what’s needed. So many times I have seen in the industry people using Email to send negative feedback, or even to tell someone of their redundancy—this just does not sit right within my ethics. If you need to deliver bad news, constructive feedback, or are looking to connect with colleagues and networks, then an email is not the right way to do this. If not face-to-face, maybe a quick phone call, or a handwritten memo. There are different ways to deliver different messages, so maybe experiment until you find one you find works and are comfortable with.

6. Know when to say LOL (and other chat language).

This is never right, in my personal opinion. I’ve always been a firm believer in the full use of the English language, and that abbreviations are just a lazy-man’s way of writing. The only time chat language is somewhat acceptable is via SMS. An Email is a formal form of communication, much like a letter, and thus always make sure you use correct language, and spell-check before you send. Not only that, but some people may not be aware of certain abbreviations, or may find it difficult to understand chat language. To make sure your communication is consistent and comprehendible, make sure you use correct grammar and spelling.

7. Double-check before you send!

Everyone can admit that at some point they’ve sent an Email to the wrong person by mistake, and waited anxiously for the response. Always check you’re sending it to the right person, that you’ve spell-checked, and that your subject is correct! So many times people send Emails with ambiguous subjects, or completely irrelevant people CC’d into an Email. Always check—and if you’ve noticed a mistake just as you’ve clicked send, check out the tip at the end of this post if you use Google Mail (it might save you in future!)

8. CC/BCC?

There are times when people need to be added to Emails in order to keep them up-to-date, or simply just for continuity. However, always think before you CC (Carbon-Copy) someone into an Email. Is the recipient likely to feel nervous of seeing someone else being sent the same Email? Most of the time if an Email is directed at a sole person, it can seem somewhat unprofessional to CC someone into the Email rather than using BCC (Blind Carbon-Copy). A great example would be in sending out a press release to your various contacts, you don’t necessarily want other firms to know that you’ve been sending the same information to them, and most of all to retain professionalism you should not be sharing these email addresses with competitors. Always think before you send—what impact will this have on the recipients of the email?

9. Reply-One? Reply-All!

Did you mean to send the whole department that Email? This is such a big blunder regarding group mails. Make sure you only hit Reply All if all need to hear about it. If it’s just regarding a catch-up on your holiday request, I don’t think everyone really needs to get involved. Always review who really needs to receive the Email in any case. The only times the whole department or a large group of people really need to receive an email are: any form of internal change which affects everyone, updates regarding performance or financial situations, company-wide announcements, or generalised feedback to departments. Plus this style of Email, if used constantly, can begin to make a team feel detached from the other members of the organisation and can actually decrease morale.

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10. I’M URGENT CAUSE I’M CAPITALS

Never, ever (I mean it) use Caps-Lock in a professional Email. No matter how urgent the Email is, the use of Capitals is often a highly expressive form of communication, detracting from the professionalism of a work Email. Plus, in regard to your own image, it comes across as somewhat childish in manner, and can have an impact on your own reputation.

Top Tip: Cancel Sending Emails in Google Mail

If, by unlucky circumstances, you do end up sending an Email with some incorrect information or the wrong person copied in, within Google Mail you can actually cancel an email up to 30 seconds after you clicked send. To do so, you need to go into Google Labs and enable the Undo Send button. And while you’re at it, why not check out the other features of Google Labs that you might find useful.

Featured photo credit: Unsplash via ununsplash.imgix.net

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Last Updated on January 13, 2022

15 Best Places for Expats to Live (And Why)

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15 Best Places for Expats to Live (And Why)

Many of us dream of living abroad but can often be scared to make such a big change to our routine lifestyles and leave our home countries behind. Daunting as it may be, living abroad can be a rewarding and fulfilling endeavor and can give you the quality of life you have been looking for.

From a warmer climate to a more easy going way of life, there are many foreign countries favored by expats who stay for a long time – and sometimes forever. Taking into consideration livings standards, opportunities and social aspects, here are our top 15 best places to live as an expat and why.

1. Thailand

A hot spot for expats, the ‘land of smiles’ as it’s commonly known offers expats a tropical climate, a huge array of sandy beaches and islands to explore, and a rich culture. The cost of living in Thailand is extremely low, and when combined with the friendly tax system means that disposable income can be very high.

Bangkok, Thailand’s capital city, offers expats great employment opportunities.

2. Switzerland

Another popular destination for expats, Switzerland offers exciting employment packages and a high standard of living. It’s great for those who love the outdoors, as there are many beautiful lakes, mountains to hike in and skiing in the winter. The school standards for expats are also excellent, making it appealing for those with children. English is also widely spoken so day-to-day living can be stress free.

Unemployment in Switzerland is low and expats moving here don’t need to worry too much about finding a job before they arrive.

3. Australia

Many foreigners who visit Australia don’t want to leave as it offers a great quality of life, beautiful beaches and a warm climate. Making friends in Australia is easy too, due to the lack of language barrier and the large number of expats who already live here. Australia is a great place to move to if you have children because of its wide range of schooling possibilities and recreational outdoor activities.

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Low population levels and high quality of life are two of the main reasons expats choose Australia as a place to live.

4. Singapore

Expats in Singapore can benefit from generous financial packages, great career opportunities and low tax rates. Although education is expensive here, it is rated one of the top places for raising children abroad due to the quality of the education system and the array of schools.

Public transport such as buses and MRT (Mass Rapid Transit) are cheap and very reliable in Singapore.

5. South Korea

South Korea offers expats a unique range of opportunities and a very different way of living. Jobs for expats are easy to find and usually very well paid, with apartments provided by the employer on the most part making living costs even lower. There are also many tight-knit expat communities in South Korea, making it easy to socialize and meet new friends. The excellent education system is also a pro for families wanting to move to this culture-rich country.

South Korea has a cheap public healthcare system and offers great medical care, with most doctors speaking English.

6. New Zealand

New Zealand is constantly on the lookout for skilled workers to expedite to the country – especially those under the age of 30 – and skilled migrants can be granted a stay for up to five years. It offers a good climate and although income levels can be lower than other countries, quality of life is high, with its awe-inspiring scenery, low crime rate and state sponsored healthcare.

New Zealand is great for those looking for a laid back and active outdoors lifestyle.

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7. Canada

Its national healthcare system, friendly locals and very high quality of life are just a few of the reason expats choose Canada as a place to live. It’s very welcoming to expats and skills shortages encourage foreigners to move here in order for the country to grow economically. It’s easy for expats to feel comfortable quickly in Canada due to its multicultural environment.

Canada was largely unaffected by the economic crisis, making it a very popular country for expats.

8. Qatar

Qatar is becoming increasingly popular among expats with an estimated 500 new arrivals every day. The salaries are generous and are tax free too, making disposable income very high. Car and housing allowances are part of many remuneration packages, and education for your children and airfares are often included.

The cost of living is lower in Qatar than in other UAE countries but salaries can still be just as generous.

9. Hong Kong

Where east truly meets the west, this bustling island has a population of over seven million people. If you’re looking for a fast-paced environment and an active nightlife, Hong Kong is definitely the place to be. Benefits for expats include its advanced healthcare system and elevated standards of schooling for children, along with great employment opportunities. The cost of living in Hong Kong can be high, so trying to negotiate a housing allowance with your employer can be beneficial.

Hong Kong is great for those looking for high incomes and career advancement.

10. Japan

As an expat destination, Japan offers a rich culture and a chance to experience a very different day-to-day life. Currently around two million expats live in Japan, and in the larger cities such as Tokyo a large portion of the population speaks English. English speakers are also in demand and there are a large number of opportunities for language teachers, especially in the capital.

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Japan offers a high standard of living for expats and a good education system for those with children.

11. Spain

Spain is a very popular destination for expats due to the high temperatures and year-round sunshine. EU residents don’t require a visa to work here, meaning the move can be a lot easier. Skilled foreign workers also continue to be in demand with jobs such as engineering, customer service, skilled trades and language teachers widely available.

A huge 14% of Spain’s population are expats from a variety of foreign countries.

12. Dubai

Two of the main attractions of moving to Dubai are the tax-free salaries and the warm climate. Some of the most popular jobs for expats are in construction, banking, oil and tourism. You can also enjoy a busy social life in Dubai as the expat community is thriving. Although it can be an expensive country, the tax-free salary means you experience a higher quality of life than in other countries.

You will need a work permit, residence visa and an Emirates ID card to live in Dubai as an expat.

13. Germany

Germany is one of Europe’s most populous countries, with around 82.4 million people. It’s a lively and inexpensive country to live in as an expat, and if you have children the education system is great and healthcare is to a high standard. An estimated 250,000 expats live in Germany currently, with the numbers rising every year.

If you are already an EU citizen, you don’t need a visa to live and work in Germany.

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14. The Netherlands

The Netherlands is a great place for expats who love the outdoors. Cycling is one of the main modes of transport and looking after the environment is widely recognized. There are a lot of English speakers in the Netherlands too, but learning the language can work to your advantage and make day-to-day life that little bit easier. Skilled expats can also benefit from a tax-free allowance equivalent to 30% if they meet the correct criteria.

It is often more important to be able to speak fluent English than to speak Dutch when looking for employment in the Netherlands.

15. China

China offers expats great employment opportunities with little competition. Those who embrace the culture and decide they want to live in China long term can see a host of employment opportunities as its economy is growing rapidly every year. Economists predict it will overtake the US as the world’s largest economy by 2018. China also offer expats low living costs and high disposable incomes, which is why many look to live here for a higher quality of life.

Shanghai and Beijing are the most popular destinations for expats who live in China.

Featured photo credit: Saulo Mohana via unsplash.com

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