Email Proofreading

August 20, 2014 Wendy Renner

Whether sending a simple email to a co-worker, blasting an entire database or building a multi-touch campaign, it is always a good idea to take one last look before hitting the send button. Here are a few tips to avoid some very disastrous mistakes.

One More Pass

I know there is never enough time in the day. However, to avoid a major slip up, slow down and re-read what you just typed. Make sure to carefully scour the entire piece one last time. I seem to always catch a last sentence that didn’t read quite right.

Check Punctuation

I know it seems like a no-brainer, but make sure to double-check punctuation. Look one more time at capitalized words, commas, semicolons, apostrophes, quotes, question marks, and periods.

Check Spelling, Dates, and Times

Don’t rely only on autocorrect; double-check all spelling, too. With autocorrect, sometimes and unintended word gets placed and is missed. Look for consistency issues with dates/times to make sure the use of AM or PM and time zone is correct.

Double-check Links

Nothing is worse than sending out an email with a link to nowhere. Always double- and triple-check your links. Make sure you check them in all locations. It is often the lonely logo that is linked incorrectly.

Subject Lines Matter

Make sure the email doesn’t end up in the dreaded spam/junk mailbox. Try to avoid “spammy” words like win, free, revenue, dollar, million, etc. If you must use these types of words in your subject line, make sure you test prior to sending. Long hours have been spent building the perfect email. Make sure it arrives to the intended recipient.

Send a Test

The email is ready to go, the layout is perfect… but is it? Always send a test prior to sending out an email intended for more than one person. Make sure the personalization, images, fonts, tables, colors, and layout formatting are accurate. Some of the best-written emails end up in the trash, unseen, if the formatting is all mucked up.

Get Someone Else to Proofread It

Finally, just for sanity’s sake, send it to a co-worker to proof as well. I’m absolutely shocked when I receive the file back, with all the changes I missed.

Happy Mailing!

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