Proofreading Software Isn’t Bulletproofing Your Email

Our Fast (and Furious) Environment

We live and work in a fast and dynamic environment. Always rushing to get things done; always on the run; always busy. We are expected to think fast, respond quickly, and deliver on time. Now, if that’s not enough, add to that sending a crazy amount of emails every day, and you can kiss your work-life balance goodbye.

Now, let’s be honest. When we finish writing our emails, do we always review our written messages, prior to sending them? Are we often worried whether the exact ideas we had in mind had been properly conveyed in writing? Do we have the time to drill down to the details? We don’t need to, we have proofreading software for that, right? Well, not quite.

Different People, Different Writing Styles

Our writing skills have a lot to say about who we are and how we see ourselves. Some people prefer writing very short sentences, while others believe in a more elaborate writing style. Some consider emails as a form of chat, while others regard emails more formally. Many believe that, as long as the recipient of our email understands the main message we are trying to communicate, that’s all that matters. Others believe that it’s not only what you say/write, but how you say/write it. So many different writing styles, so many writing personality types.

Proofreading Isn’t Enough

Personally, I am the number one advocate for proofreading emails before launching them to the recipient. I am sure that many people feel the same, but the truth of the matter is, that our trigger-happy fingers click on “send” way too fast. To help us fight this sudden urge, we have tools like Grammarly, Reverso, Ginger Software, WhiteSmoke and others. Grammarly has been voted “The best grammar checker software solution for 2019”. No doubt, a great accomplishment for the people at Grammarly, but is a good grammar checker all we need? Why would you want to put all your eggs (i.e. business email writing skills) in one basket (i.e. proofreading software)? Moreover, even if your spelling and grammar got fixed correctly, is that enough? Do you link your professional business image to only writing grammatically correct? Isn’t there more to professional business communication, than just writing with good grammar and spelling?

FormaText vs. Grammarly

Grammarly, as well as other similar grammar checker software solutions, will not help users articulate a professional and well-mannered email from scratch. They will simply go over the email, after it had already been written by the user, and if they detect some grammar and spelling mistakes (unfortunately, not all mistakes are always detected), they will offer corrections (a problem by itself, since sometimes several corrections are offered and users are not sure which correction to choose). But, what if the email is written with perfect grammar and spelling, but with bad email etiquette, looks sloppy and not professional, doesn’t project a professional business-like image for the user nor his company? In today’s competitive global village, do companies wish to be presented by employees, who just have good spelling and grammar skills?

FormaText helps exactly where tools like Grammarly and others don’t. It provides users ease of mind by walking them through the email writing process, from start to finish. Basing its technology on crowdsourcing and the business email writing community, FormaText has thousands of professional, well-mannered, business email formats, broken down by multiple writing categories, where users can quickly and easily structure their emails, and most importantly, convey a professional business image for themselves and their respective companies. 

We cannot afford ourselves to underestimate the power of our email writing. FormaText helps users and companies build strong and long-term business relationships. Always remember – you are not only what you say, you are also what you write.