Spot-Check Your Emails

“Instead of letters you get emails. They're all written in a hurry, with no punctuation, no paragraphs—it’s one continual stream, with spelling mistakes. Quite frankly I think it's a world I don't need.”

— Dennis Skinner

The easiest time to find errors in your emails is just after you press “Send.” They jump out then, don’t they? But how can you find those gaffes before the email arrives in an important inbox?

You can rapidly spot-check your work.

How can I spot-check my emails?

You can quickly scan to eliminate the most common errors in email communications. Read about each check, and then get your own Email Spot-Checklist.

1. Check your main point.

What do you want the reader to know (your topic)? What do you want the reader to do (your purpose)? Make sure you have stated your topic and purpose in a single sentence, preferably near the top of the email. Then boil your main point down to a subject line that contains keywords.

2. Check for completeness.

Readers have basic questions about your topic and purpose—who? what? where? when? why? and how? Make sure your email answers the 5 W’s and H for your reader.

3. Check all names, dates, facts, and figures.

Make sure you have correctly spelled and capitalized the names of people and businesses. Double check dates, times, deliverables, and locations. Check all numbers.

4. Read your email slowly aloud.

Reading aloud helps you catch missing words or repeated words—errors you tend to gloss over when skimming silently. This technique can also alert you to awkward phrasing or incomplete sentences.

5. Use your checkers.

Your email program should alert you to potential spelling and grammatical errors. Pay attention to those squiggly lines, and make any corrections that are needed.

6. Check attachments and links.

If your email promises attachments or links, make sure to include them.

7. Review the recipients.

Have you included everyone who needs to read this email? Have you eliminated anyone who doesn’t? Do you have the correct folks in the To, Cc, and Bcc categories? If your email is part of a thread, do you need to Reply All, or simply Reply?

How can I remember these checks?

Use this Email Spot-Checklist, adding other items as needed.

Play the Editor!

Jack Delaney has written an email to accept the position of registered nurse in the obstetrics unit of Del Rio Hospital. He is writing to the head of Human Resources, Maggie Villanueva, but he also wants his wife Julie to know the news. Jack needs some help editing this job-acceptance email before sending it. Use the Email Spot-Checklist to fix his message.

To: MVillanueva@delriohospital.org
Cc: JulieDelaney@gmail.com

Subject: The job

Dear Mr. Vilanuevar:

I am pleased to accept the salary of $68,500. A starting date of March 17 works well for me.

I have attached a scan of my Asociate Degree in Nursing certification. It is from Lone Star Technical Collage, which you can learn about at this link.

I’m forward to caring for the patients of Del Rio beginning March 15.

Yours sinserely, Jack Delaney

Get More Support

Check out the Write for Business Guide, Courses, and eTips for more strategies for clear and precise writing.

Editor’s Recommendation

Here’s one edit of the email, with changes highlighted.

To: MVillanueva@delriohospital.org
Bcc: JulieDelaney@gmail.com

Subject: Nursing Position Acceptance from Jack Delaney

Dear Ms. Villanueva:

I am pleased to accept the position of registered nurse in the obstetrics unit of Del Rio Hospital, at the salary of $68,500. A starting date of March 17 works well for me.

I have attached a scan of my Associate Degree in Nursing certification. It is from Lone Star Technical College, which you can learn about at this link: lonestartechcollege.edu.

I’m looking forward to caring for the patients of Del Rio beginning March 17.

Yours sincerely,
Jack Delaney

Attachment: JackDelaneyNursingCertification.pdf

Get a weekly writing tip delivered to your inbox.

Zero spam. Unsubscribe at any time.