Communication Online – How to write to achieve the most?

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Do’s & Don’ts list with examples

Do’s (With Examples):

  1. Be Clear & Concise
    1. “I am interested in the Project Manager role at your company. Could you please share details about the hiring process?”
    1. “Hi, I saw the job listing. Can you tell me everything about it?” (Too vague and demanding)
  2. Use Professional Language
    1. “Dear Mr. Johnson, I hope you are doing well. I am writing to follow up on my application.”
    1. “Hey John! Wassup? Did you check my CV?” (Too informal)
  3. Proofread Before Sending
    1. “I have attached my resume for your review.”
    1. “I have attatched my resum for your revu.” (Spelling errors look unprofessional)
  4. Address the Recipient Properly
    1. “Dear Ms. Carter,” (If unsure of marital status, use ‘Ms.’ instead of ‘Mrs.’ or ‘Miss.’)
    1. “Hey Carter,” or “Hi Sir/Madam” (Too informal or generic)
  5. Follow Cultural Norms
    1. In New Zealand, polite and friendly emails are preferred. Avoid being too direct or overly formal.
    1. “I appreciate your time and look forward to your response.”
    1. “Send me a response ASAP.” (Too aggressive)
  6. Use a Neutral or Positive Tone
    1. “I understand there may be delays. Please let me know if I can provide any additional information.”
    1. “Why is this taking so long? I applied weeks ago!” (Sounds rude)
  7. Structure Your Message Well
    1. ✅ Start with a greeting, introduce your topic, give details, and close politely:
      Subject: Application Follow-Up
      Dear Mr. Smith,
      I hope you are doing well. I wanted to check on the status of my application for the Marketing Associate role. Please let me know if you require any additional information.
      Best regards,
      [Your Name]
    1. “Hi, I sent my application. Any update?” (Lacks structure and courtesy)
  8. Respond in a Timely Manner
    1. Reply within 24-48 hours if possible, even if just to acknowledge receipt.
    1. Ignoring emails for weeks without a response.
  9. Be Honest & Transparent
    1. “I have three years of experience in project management and have completed a certification in Agile methodologies.”
    1. “I have over 10 years of experience” (When it’s actually three—exaggerations can be checked)
  10. Use Proper Formatting
  • ✅ Bullet points and spacing make your message easy to read.
  • ❌ A long, unbroken paragraph makes it hard to follow.

🚫 Don’ts (With Examples):

  1. Don’t Use Slang or Informal Language
    1. “Yo, I need a job. U got anything?”
    1. “Dear Hiring Manager, I am interested in opportunities at your company.”
  2. Don’t Overuse Emojis
    1. “I’d love to work with you!! 😃🔥💪 (Not professional)
    1. “I’m excited about this opportunity and look forward to your response.”
  3. Don’t Write in ALL CAPS
    1. “PLEASE HIRE ME! I’M A HARD WORKER!” (Looks aggressive)
    1. “I am eager to contribute to your team and would appreciate the opportunity to discuss further.”
  4. Don’t Send Unstructured Emails
    1. “I am looking for a job. Here’s my CV. Can you check?”
    1. Introduce yourself, explain why you’re reaching out, and close politely.
  5. Don’t Ignore Email Etiquette
    1. Subject: (Empty) or “Hey”
    1. “Subject: Application for Sales Manager Position”
  6. Don’t Be Too Demanding
    1. “I need an answer NOW.”
    1. “Could you kindly update me on the application status when possible?”
  7. Don’t Assume Tone
    1. “Why haven’t you replied?” (Sounds accusing)
    1. “I understand you’re busy, so I wanted to follow up on my email from last week.”
  8. Don’t Use Excessive Abbreviations
    1. “Pls fwd the doc ASAP. Thx.”
    1. “Please forward the document at your earliest convenience. Thank you.”
  9. Don’t Ignore Follow-Ups
    1. If you don’t hear back after a week, send a polite reminder:
      “Dear [Name], I wanted to check if you had a chance to review my previous email. Looking forward to your feedback.”
  10. Don’t Attach Unnecessary Files
  • ✅ Attach only relevant documents and mention them in your email.
  • Sending large files without explanation.

By following these guidelines, you can ensure your emails are effective, professional, and well-received. Remember, good communication builds strong relationships!

 

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