10 Bad Email Examples (and What to Do Instead to Get Replies)

Let’s face it—bad emails are everywhere. Whether it’s a vague subject line or hitting “reply all” to 50 people by mistake, these slip-ups can ruin your professional image in seconds.

There are several common mistakes people make when writing emails, and being aware of these can help you avoid them.

According to Grammarly’s 2024 Business Report, over 59% of professionals say poor email communication hurts productivity and relationships.

If you’ve ever sent an email and heard crickets, this guide is for you. I’ll walk you through the worst email mistakes people actually make—and show you how to fix them so you start getting real replies. Buckle up—some of these might feel a little too familiar.

This blog post gives real examples and fixes so you don’t repeat the same mistakes.

Bad Email Examples and How to Correct Them

1. Vague Subject Lines That Lose the Reader’s Attention

A common mistake is forgetting to add a subject line or using one that’s too vague. Bad subject lines can fail to capture the reader's attention, making your email less likely to be opened and reducing overall open rates.

Spelling mistakes, grammar mistakes, and punctuation errors make your email look sloppy. They damage your professional image and can confuse the email recipient. In business communication, people expect clear and correct writing.

How to Fix It:

• Double check your email before you hit send
• Use tools like Grammarly to catch spelling errors and grammatical errors
• Read your email body out loud
• Keep sentences short and use proper formatting

**Bad Example: “**hey I wanted too no if their are any mistake’s in the doc”

This email has multiple spelling mistakes, poor grammar, and no punctuation.

Good Example:

Hi Alex,

I wanted to check if there are any mistakes in the document. Let me know if I should make any changes.

Best regards, Jamie

Ineffective Subject Lines: Phrases to Avoid at All Costs

2. Generic or Lengthy Subject Lines That Trigger Spam Filters

Tone is how your email feels, which is crucial when writing business emails. If your email sounds rude, bossy, or too casual, you might create a negative impression. Using informal language or emojis in business emails breaks basic email etiquette.

How to Fix It:

• Keep a courteous and professional tone
• Avoid slang, jokes, or emojis
• Don’t write in all caps or use too many exclamation marks
• Add a polite sign off like “Best regards” or “Thanks”

Bad Example: HEY! You forgot the doc AGAIN 😑. Send it now!!

This sounds rude and aggressive. It also uses informal language and poor tone.

Good Example:

Hi Taylor,

Just a reminder to please send over the document when you get a chance. Let me know if you need anything from me.

Best regards,
Chris

3. Poor Grammar and Spelling Mistakes That Kill Credibility

When your email has spelling mistakes, grammar mistakes, or missing punctuation, it makes you look careless. These small errors can cause a negative impression and confuse your email recipient. People might not take your message seriously—even if it's important.

How to Fix It:

• Double check your email before you hit send
• Use tools like Grammarly or built-in spellcheckers
• Read your email body out loud
• Keep your email communication clear and simple
• Avoid long or tricky sentences

Bad Example: "hi john. I hope your well. pls send the raport by tommorow."

This has multiple spelling errors, wrong grammar, and no punctuation. It looks rushed and unprofessional.

Good Example: "Hi John, I hope you're doing well. Please send the report by tomorrow."

According to a study by Tidio, 74% of people notice grammar mistakes in professional emails—and it affects how they judge you.

4. Sending Emails with the Wrong Tone or Informal Language

Using informal language, emojis, or a demanding tone can make your email feel rude. A wrong tone can happen when you sound too casual, bossy, or emotional in a professional email. This breaks proper email etiquette and weakens your professional image.

How to Fix It:

• Write in a courteous and professional tone
• Use formal language in professional emails to convey politeness and professionalism
• Avoid using slang or emojis
• Be polite—even if you’re frustrated
• Add a polite sign off like “Best regards” or “Thank you”
• Think about how your words will make the recipient feel valued

**Bad Example: “**Yo, you forgot to send the doc again!! What’s going on?? 😤”

This email is too casual, aggressive, and uses emojis—not okay in business emails.

**Good Example: “**Hi Taylor, Just following up—could you please send over the document? Let me know if you need anything. Best regards, Chris”

5. Bad Email Structure—Missing Key Points, No Proper Formatting, or No Clear Call to Action

Sometimes people send emails with no real structure. There are no key points, no clear next step, and the formatting is messy. These emails are hard to read. The email body is just a wall of text or has missing details. The reader won’t know what to do next.

How to Fix It:

• Break your message into short paragraphs
• Use bullet points for clarity
• Include one clear call to action (CTA)
• Use proper formatting like line breaks, bolding, or spacing

Bad Example: Hey so I wanted to let you know about the meeting and also the project and one more thing we need to submit a report maybe by next week or sooner but I’m not sure let me know.

This has no structure, no specific subject lines, and is overwhelming.

Good Example:

Hi Jordan,

Here’s a quick update:

• Team meeting is on Thursday at 2 PM
• Project files need to be uploaded by Friday
• Please review the draft before our call

Let me know if anything’s unclear.

Best regards,
Avery

Including unnecessary details or failing to use proper formatting can make your message hard to read and understand.

6. Poor Email Etiquette in Business Emails and Business Correspondence

Email etiquette means the right way to talk in emails. In business emails or business correspondence, people expect polite, professional messages. If you’re too casual, too rude, or you forget a polite sign off, you break the rules of professional email writing.

How to Fix It:

• Start with a proper opening line
• Avoid slang, caps lock, or sarcasm
• Add a sign off like “Thanks” or “Best regards”
• Don’t forget your email signature
• Respect professional tone in all your email communication

Bad Example: "hey you still didn’t reply. I sent this last week!! What’s going on?"

This is aggressive and unprofessional. It creates a negative impression and ignores basic email etiquette.

Good Example:

Hi Marcus,

I just wanted to follow up on the proposal I sent in my previous email. Please let me know if you’ve had a chance to review it.

Looking forward to your feedback.

Best regards,
Mia | Marketing Associate

7. Sending Sensitive Information or All-Image Emails Without Context

Some emails include sensitive information—like personal data, passwords, or private company files. Others are just all image emails with no text. In email marketing, these types of emails can trigger spam filters, get ignored, or even put your professional image at risk.

How to Fix It:

• Never send private or sensitive information without permission
• If needed, use a secure method (like encrypted links)
• Avoid sending all image emails—most inboxes block them
• Always add context in the email body
• Include a short summary of the image or file

Bad Example:

(No subject line, one image attached, no text)
A screenshot of a financial report

This email is unprofessional. There’s no explanation, no clear call, and it might get flagged as spam.

Good Example:

Subject: Q3 Budget Summary – Please Review

Hi team,

Attached is the Q3 budget report. Please review the highlights on Page 2 and let me know your feedback by next week.

Best regards,
Ravi
Finance Lead

(PDF file attached)

8. Poor Sign Offs That Harm Professional Relationships

As a business owner, a bad or missing sign off makes your email feel cold or rushed. It can hurt your professional relationships and leave a negative impression. Some people just drop a line like “Sent from my iPhone,” or forget to include their name or email signature.

How to Fix It:

• Always end with a polite sign off
• Use something like “Thanks,” “Best regards,” or “Warmly”
• Include your name, job title, and company name if needed
• Add a professional email signature if it's a business email

Bad Example:

Let me know.

Sent from my phone

No greeting, no name, no professional tone. This feels lazy and careless.

Good Example:

Let me know if this works for you.

Best regards,
Sofia Reynolds
Marketing Manager
XYZ Agency

9. Hitting Send Without Double Checking Recipients or Previous Email Threads

Sending emails too fast without checking who’s on the recipient list—or what’s already been said in a previous email thread—can be risky.

You might send the message to the wrong person or repeat something already discussed. Sending to the wrong recipients can expose private info and confuse everyone involved.

How to fix it: Always double check the email recipients and scroll through the email threads before you hit send. This keeps your communication tidy and avoids mistakes.

Bad email example:

Subject line: Quick Question Hey, did we already send this to the client? Not sure who else is copied. Let me know.

• Sent to the entire company by mistake.

Good email example:

Subject line: Confirming Client Update – Final Check Hi Team, Just confirming the update has been sent. I reviewed the email thread, and all looks good. Only relevant folks are copied here. Thanks!

Bonus Tip: Avoid too many recipients unless everyone truly needs the info. Including unnecessary recipients can lead to confusion, reduce communication clarity, and risk exposing sensitive information. And never forget to re-read the previous email to avoid repeating what’s already been said.

10. Using an Unprofessional Email Address or Missing a Clear Signature Block

Imagine receiving an email from cooldude99@randommail.com. Would you take it seriously? Probably not. A professional email address, along with a well crafted subject line and email signature, are part of your brand image.

How to fix it:

• Use a business or full-name email (e.g., john.doe@company.com).
• Always include a clear email signature with your job title, company name, and contact info.
• Keep your tone professional—even in short emails.

Bad email example:

From: hotgamer44@mail.net
Hey, I need that report. Can you send it?
Sent from my phone.

Good email example:

From: elena.james@profinance.com
Subject line: Monthly Report Request
Hi Alex,
Could you please share the final numbers for Q3?
Best regards,
Elena James
Financial Analyst, ProFinance Co.
elena.james@profinance.com | (555) 123-4567

Are You Sending Emails When a Call or Meeting Works Better?

Sometimes, sending messages through emails just don’t cut it. It's important to know when writing emails is appropriate and when another form of communication, like a call or meeting, is more effective.

If your message is long, sensitive, or urgent, an email might confuse the reader—or worse, create a negative impression. These are classic bad email examples people regret sending.

Why does it matter?

Emails aren’t always the right tool. For important business communication, talking in person or over a call is faster and more clear. It helps avoid spelling mistakes, vague messages, and back-and-forth email threads that waste the recipient’s time. To learn more about the advantages of email, you can read this article.

How to fix it: Before hitting send, ask yourself:

• Will the person need to ask follow-up questions?
• Am I sharing sensitive information?
• Is tone important here?

If yes, try a phone call or an in person meeting instead. This helps you build strong professional relationships and avoid poor email etiquette.

Bad Example:

“Hi, we need to discuss the team issue. Let me know your thoughts.” (No context, too vague for email.)

Good Example:

“Hi, can we have a quick call tomorrow at 3 PM to go over the team issue? I believe it’s best discussed live.”

How Overuse of CC/BCC Damages Trust

Sending a business email to too many recipients using CC or BCC may seem efficient. But it often backfires. It can look careless and damage professional relationships.

Imagine this: You send a poorly written email with 12 people copied. The main email recipient might feel you’re trying to publicly pressure them. Or worse, that you’re covering yourself, not trusting them to act. That’s not good business communication.

What to do instead:

• Only CC people who need to know.
• Consider your target audience before adding recipients to ensure the message is relevant to everyone included.
• Avoid BCC unless absolutely necessary (like when protecting privacy).
• Always double check who is copied before you hit send.
• Use a clear sign off to close with clarity and respect.

Tips to Improve Email Communication

1. Use a Professional Tone (Even When Casual)

Even if you're friendly with the person, keep your email communication respectful, unlike casual text messages.

• A professional tone shows you care about the email recipient.
• Avoid using informal language like “Hey” or “LOL” in business settings.
• If you’re upset, don’t hit send right away. Pause. Rethink the tone.

2. Stick to Relevant Information Only

Don’t add unnecessary information or go off-topic.

• Keep it short. Use short paragraphs.
• Always think of the recipient's time.
• Avoid long email threads with too many email recipients. This builds strong professional relationships.

3. Always Add a Clear Call to Action (CTA)

Every good email example ends with action.

• Tell the reader what to do next.
• Don’t assume they’ll guess.
• A clear call removes confusion and boosts replies.

4. Use a Polite and Professional Sign-Off

• How you end your email can shape how people see you. A simple line like “Best regards” or “Sincerely” adds a polite, professional tone. But skipping a polite sign off or typing something casual like “Bye” can damage your professional image.
• Make sure to include an email signature with your job title and company name. This helps build professional relationships and creates trust. It also saves the email recipient time by showing who you are right away.

5. Limit Use of Informal Language or Emojis in Business Emails

• In business emails, it’s important to sound clear and respectful. Emojis, too many exclamations, or slang can leave a negative impression. While emojis work in personal chats, they don’t belong in professional emails.
• For example, writing “Heyyy 😊 just checking!!!” might seem friendly, but in business communication, it feels out of place. Keep your words simple, polite, and focused. Avoid informal language, especially when you're writing to someone new or in a formal setting.

6. Customize Emails for the Right Recipient

• Sending a group email to too many recipients, or worse, to the wrong person, is one of the most common bad email examples. It often leads to confusion—or even a formal complaint if sensitive information is shared by mistake.
• Always double check the email recipient before you hit send. Make sure your message fits that person’s role and needs. For instance, don’t send an HR update to the entire sales team. Tailored messages show you respect the recipient's time and avoid unnecessary information.

7. Respect the Recipient’s Time

One of the biggest bad email examples is wasting the recipient’s time. Keep your email body short and easy to read.

Do this:

• Use a clear subject line, not vague subject lines. Clear subject lines help the recipient quickly understand the purpose of the email, avoid misunderstandings, and improve professionalism.
• Break text into short paragraphs or bullet points.
• Avoid unnecessary information.
• Add a clear call to action.

8. Avoid Hiding Behind Email for Formal Complaints

Email isn’t always right for a formal complaint. It can create confusion, especially if the tone is off or you share sensitive information.

If the issue is serious, ask for an in person meeting instead. This avoids poor email etiquette and protects your professional image. Always double check for grammar and spelling before sending.

FAQs

1. What is an example of a negative message email?

• A negative email is one that sounds rude, unclear, or dismissive. It can hurt the reader’s feelings or confuse them. For example: “You failed to complete the task. That’s not acceptable.”
• This sounds harsh and unhelpful. Instead, use a courteous and professional tone like: “I noticed the task wasn’t finished. Let’s find a way to fix it together.”
• This keeps the message clear but kind—an easy fix for many bad email examples.

2. What are 5 negative words to be avoided in emails?

Here are five words that can make your business emails sound rude or cold:

• “Failure”
• “You didn’t”
• “Mistake”
• “Obviously”
• “Impossible”

Replace them with helpful phrases. Be soft, but still clear.

3. What are some common grammar and punctuation errors in business emails?

Many poorly written emails have issues like:

• Missing commas or full stops
• Writing in all caps (LIKE THIS)
• Spelling mistakes or wrong words
• No subject line
• Mixing tenses

Grammar and spelling mistakes can damage your professional image. Always double check before you hit send.

4. How do I make sure I’m emailing the right recipient?

Double check the email recipient before clicking send. Look at the name, domain, and if it's a shared group. Sending it to the wrong person can cause confusion or leak sensitive information. You can also check old email threads or ask if unsure.

5. Can an unprofessional email address affect response rates?

Yes! An email like cooldude1995@gmail.com looks untrustworthy in professional emails, especially if it includes generic subject lines.

Instead, use your name and company name like: jane.smith@yourcompany.com. A professional email address helps people take you seriously—and boosts your reply rate.

Conclusion

Bad email examples can hurt your message and waste the reader’s time. Always avoid a bad subject line, use clear grammar, and never send from a generic email address. If you’re still using a poorly written or vague message, fix it now. Good emails get replies. Great ones build trust. Choose wisely—email smart.

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