Several site visitors have written recently in regard to the incorrect spelling of their names by those who e-mail them. They are concerned that their names are being spelled wrong, (or they are being addressed by a version of their name they simply do not use) when their signature file or the From: field clearly shows the correct spelling of their name.
What should they do? Should they correct the Sender?
It is sad to say, but many onliners have the attention span of a gnat. Most so concerned about typing what they want to say, that they do not pay attention to details. One of them being the correct spelling of the name of the person they are e-mailing.
I have folks who e-mail me as “Judy” — I’m not a Judy — if anything, with friends and family, I am Judi. If they knew me well enough to assume this informal approach and not address me as Judith as I sign-off my e-mails, they would know that. Not all Cynthias are Cindys, not all James are Jim, not all Anthonys are Tony.
I’ve never felt the need to have to correct these folks, I just continue to sign off with the variation of my name that I use and hope they notice.
People who make these assumptions take the liberty of being too informal too fast thereby making an incorrect assumption. Not the best way to foster a business relationship.
I have those who have typed to me for years start addressing me as Judy — even when in my signature file always reflects Judith. What does that say about the Sender? I think that means they feel comfortable with me and feel they can address me less formally — even if I am not a Judy.
Coincidentally, my experience shows that these folks are also typically the those that require I resend, repeat or in many cases reiterate conversations or information we discussed in the past. Because they don’t pay attention to details. Which includes the fact I’ve never identified myself as a Judy.
So you can see how something as simple as assuming how the informal version of someone’s name is spelled, and that the person goes by that name when they may not, or not noticing you are incorrectly spelling their name can leave a negative perception.
Take the time and make the effort to ensure you are spelling your contact’s names correctly. And don’t assume an informal version of anyone’s name unless you know what that is, that they actually go by that variation of their name and how it is spelled. You will know this because they have signed off in an e-mail first using that less formal version.
Little “enuances” like this will go a long way to building strong and productive communications.
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Great post! I think spelling names correctly is one of the most important things you can do in a business letter. I always try to use the name they use in their signature, even if there is an abbreviation. You know what happens when we assume….thanks for sharing your tips and looking forward to reading more posts!
Hey, Bobby:
Thanks for stopping by! If only everyone took your advice! Folks will let you know how they want to be addressed by how they sign off their e-mails. Stick with that approach, don’t assume an informal tone and address them by anything other that what they use themselves, and you’ll never go wrong!
At your service,
Judith
There was a time when i sent an inquiry through email to my bank. Their customer service got back to me right away, the only problem is, the CSR referred to me as “Ms”. So i wrote back and ask her if she really did read my email because if she did, she would’ve known that I am male as the name “victor” connotes a male name (as I have my name appended to my email’s signature). Well, I think that’s even worse than having your name misspelled.
Hey, Victor:
Thanks for stopping by! I’m sad to report that a great many of customer support folks do not read actual requests. If I had a dollar for every time I received a generic scripted response that didn’t address my specific concerns I would be retired!
Probably the support you mention is located overseas where they are not familiar with names and their gender. But, if you are going to hire overseas staff wouldn’t this, shouldn’t this, be something, they are coached or educated on? The perception of your company paying attention to details (or not) depends up on it!
I agree with you that misspelling is bad, but not getting the gender correct can be a deal breaker!
At your service,
Judith
Hi Excellant artical my name is lynn and I get called linny and this does upset me I like Lynn and this is how it is spellet I do agree with your artical we must take time to no what we want to say,I look forward in reading more of your interesting post…..Thanks
Hey, Lynn:
I’m sure that those who call you Linny are doing so out of affection. I find that those who shorten my name do so because they feel comfortable with me and like me so I tend to not let it bother me. In business, however, it is not wise to take such liberties before you know it is O.K. and that the person doesn’t mind you being less formal with them by using a version of their name you may not be sure about. Have you tried letting them know that is not your name and that you prefer to be called Lynn?
This happens to me sometimes as well . Ruben (Correct) Rueben (Incorrect)
Hey, Ruben:
Thanks for stopping by!
This happens when folks don’t pay attention to details. For those who can’t make the effort to notice how someone spells their name, what other important business details may you you be overlooking?
Hi Judith,
Great article. So is it ok to correct people via email when they address you/me incorrectly? I experience this on a regular basis, getting called Vanessa, Valerie, Victoria, and even Monica. My namem is Veronica, I don’t use nicknames or shortened versions of my name ever (outside of friends in casual emails). When conducting business it would be nice to be addressed as I outlined/signed off in my emails. If I was introduced to someone and they got my name wrong it would be okay to correct them, so why not via email too?
Thanks,
Veronica
Hey, Veronica:
I know exactly what you mean — what you describe is due to those contacting you not paying attention to detail. When this happens to me, I simply continue to reply by signing off how I prefer to be addressed. If they don’t pick up on that — which unfortunately many do not because the don’t pay enough attention to detail to notice, eventually, I will point out to them what my name is.
It is stunning to me that you have to do this occasionally but it happens more than I ever would have thought when I started using e-mail 15 years ago. The bottom line is, those who don’t pay attention to detail in business communications — especially personal details such as someones name, does instill a sense of concern as to what other details they may not feel are worth paying attention to.
In your case, addressing you by names that aren’t even a version of your birth name calls for a correction. A simple “You mean Veronica, right?” immediately after their greeting as part of your down-edited response will usually do the trick
Maybe others will pipe in about how they handle being addressed by the wrong name or assumed abbreviation of their name.
HTH and thank you for your kind words!
At your service,
Judith