Common Email Mistakes to Avoid

Now that you know how to write a professional email, use good etiquette, and choose the right device. Throughout the module I’ve given some common errors and mistakes you might run into. But let’s talk about other things that can go wrong, and offer a refresher on some of these.

Why? Well most email mistakes are totally avoidable once you know what to look for.

This section breaks down the most common student email errors, what they look like, why they’re a problem, and how to fix them.

Forgetting to Attach Files

This is probably the #1 student email fail.

You write an email saying “Please see attached,” then… nothing’s attached. I have to admit that even I’ve done this in my past.

Why it happens:

• You wrote the message first and forgot to attach the file
• You were on your phone and didn’t see the attachment option
• You uploaded the wrong file or version

How to avoid it:

• Attach files before you start writing the message
• Re-read your message before sending to confirm the attachment is mentioned and included
• Name your file clearly so you don’t send the wrong one (e.g., resume_final.pdf not doc1.docx)
• Some email clients will warn you if they think you’re forgetting an attachment. Read all messages from your email tool, don’t just click “OK”

Sending to the Wrong Person

When you’re in a hurry or using autocomplete, it’s easy to pick the wrong contact – especially if several people share the same first name or email prefix. I’ve gotten lots of wrong messages this way. While most are harmless, some can be quite personal.

Examples:

• Emailing your professor instead of your classmate
• Sending a resume to the wrong hiring manager
• CCing someone who shouldn’t see the message

Why it matters:
You might accidentally share private info, annoy a professor, or send something embarrassing.

How to avoid it:

• Double-check every recipient’s name and address
• Slow down when using autocomplete
• Use “Undo Send” features (Gmail and Outlook Web Access offers up to 30 seconds to cancel a sent message)

Writing When Emotional

If you’re upset about a grade, group project, or professor comment, do not email right away.

What can go wrong:

• Your message sounds angry or sarcastic
• You say something you later regret
• You damage your relationship with the recipient

What to do instead:

• Write a draft, but don’t send it yet
• Wait an hour (or a day) to cool off
• Re-read your message from the other person’s perspective
• Ask someone to read your message

It’s totally okay to express concerns, but staying calm and respectful keeps the conversation productive.

Using Vague or Unclear Subject Lines

A subject line like “question” or “help” doesn’t tell the reader much. They might skip over it or take longer to respond.

Examples of poor subject lines:

• “assignment”
• “i need help”
• “hey”

Better versions:

• “Question About Final Project Guidelines”
• “Request for Extension – Biology Lab Report”
• “Follow-Up on Internship Application”

Think of your subject line like a headline: specific, informative, and relevant.

I tell my students I want to see the course code and/or class name in the subject line. As someone who teaches between four and seven courses a semester, it helps me organize and group my emails. This is especially important if a student has multiple courses with me in the same term.

Not Proofreading

Typos, grammar mistakes, and missing words make you look rushed or careless – even if the message itself is polite. This is probably one of the most abused mistakes on the Internet. So it’s easy to make yourself standout from the crowd, in a good way.

Examples:

• “I hope your having a great day.”
• “Im sorry I didn’t make it too class.”
• “attached is the documant you asked four.”

Why it matters:
It distracts the reader and can weaken your credibility, especially in academic or professional settings.

What to do:

• Re-read every email before you hit send
• Use built-in spellcheck or writing tools
• Read your message aloud. It helps catch awkward phrasing or missing words

Using Casual Language or Slang

It might feel natural to write like you talk to your friends, but casual emails can sound too relaxed in school or work settings.

Avoid:

• “Yo, wassup?”
• “I rlly need a rec letter lol”
• “Can u pls look at my assignment 😅”

Instead:

• Use polite greetings and full sentences
• Spell out words fully (no text-speak)
• Skip emojis, even if you’re being friendly

You can still be warm and approachable, just stay professional.

Hitting “Reply All” When You Shouldn’t

“Reply All” sends your message to everyone on the original email, not just the sender.

That’s fine if your response is meant for the group, but annoying (or embarrassing) if it’s not.

Example:

• A professor emails all 50 students. You hit “Reply All” just to say “Thanks!” Now everyone gets that message, and may not be thrilled.

Solution:

• Use Reply (not “Reply All”) unless your response truly matters to everyone
• If you’re not sure, err on the side of Reply only

Mailing List Etiquette

Be careful of mailing list as well. This is when an email is sent to one mailing address, but everyone on the list gets it. Your school probably has several, by department, for students, for faculty, etc. While not everyone can send to a mailing list, sometimes they can.

I once worked at a place where there was a large mailing list that I got on, and didn’t know about it. This happened with a lot of people. While some of us ignored the message that wasn’t meant for us, over 1,200 email messages went out saying something like “Why am I on this list?” “Remove me from this list.” “Stop replying to the whole list.” And there were a few that were less professional as well.

So always check who you are replying to, to make sure it’s going to a single person.

Not Including Enough Context

If you’re emailing someone who gets dozens, or more likely hundreds, of emails a day, don’t assume they know who you are or what you’re talking about.

Vague message:

Just wondering if you got the form I sent.

Better version:

Hi Professor Martin,
I’m following up on the internship approval form I submitted on Tuesday for the Summer Research Program.
Please let me know if you need anything else from me.

Always include:

• Your full name
• The class, program, or position you’re writing about
• Dates, assignments, or deadlines if relevant

Ignoring the Inbox

Many students miss opportunities, deadlines, or messages from professors just because they don’t check their email regularly. We talked about this when we discussed Understanding the Inbox.

Why it matters:

• Schools and employers use email as their primary way to communicate
• You may not get a reminder or follow-up

What to do:

• Check your email at least once or twice per day
• Use notifications or email apps that alert you to new messages
• Flag or star important messages to deal with later

Final Tip: Always Ask Yourself…

Before hitting send, ask:

• Would I be okay if a professor or employer saw this?
• Does this message clearly say what I mean?
• Did I include everything the recipient needs to know?
• Would I feel good receiving this kind of message?
• Would I say this in person to that person?

If the answer is yes, then you’re ready to send.

In Summary

Email doesn’t have to be stressful, but it does require care. By avoiding these common mistakes, you’ll come across as prepared, thoughtful, and professional, even if you’re new to email.

Here’s a quick recap:

✅ Attach files before writing
✅ Check recipient names carefully
✅ Write when calm
✅ Use specific subject lines
✅ Proofread everything
✅ Skip slang and emojis
✅ Use “Reply All” sparingly
✅ Include helpful context
✅ Check your inbox daily

With these habits in place, your emails will stand out, in a good way.

Common Email Mistakes to Avoid was originally found on Access 2 Learn