13 things in business correspondence that just piss off

2024 Author: Malcolm Clapton | [email protected]. Last modified: 2023-12-17 03:44

If you don't want to piss off the other person, don't do this.

1. Lack of greeting

You are not writing a business letter for pleasure, you need something from the addressee. Therefore, it is correct to start it with an act of politeness - a greeting. Doing without it is like opening the door to someone else's office with your foot.

How not to

It's better this way

2. The phrase "Good day"

If you are not writing a business letter straight from the 2000s, then choose more modern wording. It doesn't matter that you can't predict exactly when the other person will read the message. The "good afternoon" option is the most neutral, but you can also use the period when you send the letter. And leave the "good time of day" to half-dead forums from the past.

How not to

It's better this way

3. Handling errors

It's amazing how many mistakes can be made in such a short chunk of text. First, many have taken the comma-separated rule literally. This gives rise to masterpieces like "Dear Anton Mikhailovich". An appeal is not only a name, but also words dependent on it.

Secondly, carefully check the name of the addressee. Do not call Alekseev Alexandras, Marin Marias and decipher the initials.

How not to

It's better this way

4. Abbreviations and monosyllabic answers

Business writing requires you to communicate in full sentences. This approach has a practical benefit: the interlocutor does not have to guess what you mean, because you reveal all the nuances and do not give the opportunity to interpret words wrong. And your "OK" can mean anything. Plus, cuts don't save much time.

How not to

It's better this way

5. Humor and metaphors

A business letter should not leave room for interpretation. All words are used in their direct meaning and do not imply different interpretations. Otherwise, wait for an additional round of correspondence, in which you will find out who had what in mind. And it can take a lot of time.

How not to

It's better this way

6. Exclamation marks

Exclamation marks are also rarely used in literary texts, because they are designed to express strong feelings. A business letter is not a platform for expression, even if you really want to express to the interlocutor what you think of it.

You may not mean anything special, but for the interlocutor, the exclamation mark will be a signal that he is probably doing something wrong. Therefore, keep both your senses and the Shift + 1 keyboard shortcut under control. The exclamation is only appropriate in circulation.

How not to

It's better this way

7. An abundance of bureaucrats

The desire to express yourself more formally often generates monstrous constructions in which it is extremely difficult to discern the meaning. Don't overuse complex phrases and write easier.

How not to

It's better this way

8. Caps Lock

It is not worth highlighting lines in capital letters. On the internet, it still symbolizes screaming. Nobody likes to be yelled at. To make the message clear, just make it clear.

How not to

It's better this way

9. Phrase "Thanks in advance"

Thank you, of course, you can't put in your pocket, but early gratitude puts the interlocutor in an awkward position. A well-mannered person will feel obligated to fulfill your request, even if he understands that he should not do it. And you will be remembered for throwing problems.

If the interlocutor still needs to be spurred on, it is better to describe how it is beneficial for him to respond to your request.

How not to

It's better this way

10. Strange subject line or no subject at all

It is unsafe to open incomprehensible letters, so a message without a subject runs the risk of going to spam. Naturally, a person will be very angry when he discovers that under the words “Zina, rubber” there was an important document hidden from the manager of the tire plant, Zinaida.

How not to

It's better this way

11. Familiarity

You shouldn't deviate from your business style, even if the addressee is your best friend. First, he may need to forward a letter to his boss or contractors. Secondly, the letter can fall into third hands by accident and compromise it, and at the same time you.

Thirdly, you need to distinguish between personal and work. Corporate interests do not always coincide with personal ones. It is worth leaving yourself room for maneuver in order to maintain friendly relations without making concessions in negotiations.

How not to

It's better this way

12. Lack of history of correspondence

If you are actively chatting with someone, the addressee is aware of what the conversation is about, and can easily return to the beginning of the dialogue by turning the mouse wheel. But when you occasionally exchange letters by e-mail, the interlocutor may forget who you are and what you need from him.

Make it easy for the person to do it: In one paragraph, remind the person of what they are talking about.

How not to

It's better this way

13. Inappropriate handling of message threads

Mail services and agents allow you to work with message threads. It is a really useful tool if handled correctly. But not everyone succeeds.

Perhaps you have already become a victim of a mass mailing, the participants of which do not respond directly to the author, but to everyone. As a result, an uninteresting conversation fills your inbox, and you come up with punishments for those who cannot find the right button. At the same time, information that is not intended for prying eyes often gets into the general information field.

The medal also has a downside: when, in an important conversation, one of the participants does not answer to everyone, but to one person. And the recipient has to spend a lot of time forwarding letters instead of doing their job.