A client once forwarded me an email they’d received from a vendor. Subject line: “Your welcome for the discount.”
It wasn’t a joke. The vendor meant “You’re welcome” — and the mistake cost them a bit of trust. Small grammar errors can make you look careless, especially in business emails where every word counts.
But here’s the good news: most errors are easy to fix once you know what to look for. Below are the ten most common grammar mistakes I see in professional emails, along with simple corrections. No jargon, no fluff — just practical help.
1. Your vs. You’re
Wrong: Your going to love the new report.
Right: You’re going to love the new report.
“Your” shows possession (your report). “You’re” is short for “you are.” When you’re saying you are, use the apostrophe. Quick tip: read the sentence aloud and replace the word with “you are.” If it fits, you need “you’re.”
2. Its vs. It’s
Wrong: The team will share it’s feedback tomorrow.
Right: The team will share its feedback tomorrow.
This one trips up almost everyone. “Its” (no apostrophe) is possessive — like its color or its deadline. “It’s” always means “it is” or “it has.” Before typing an apostrophe, ask: does it is make sense here? If not, drop the apostrophe.
3. There, Their, They’re
Wrong: Their going to send the invoice to there office.
Right: They’re going to send the invoice to their office.
- There = a place (put it there)
- Their = belonging to them (their team)
- They’re = they are
A simple memory: if you can swap it with “they are,” use they’re. If it’s about location, there. Everything else? Their.
4. Subject‑Verb Agreement with Collective Nouns
Wrong: The team are meeting at 3 PM.
Right (US English): The team is meeting at 3 PM.
In American business English, collective nouns (team, company, committee) are usually singular. British English sometimes uses plural, but stick with singular in formal US emails. Exception: when the group members act individually (The team have different opinions — rare in business writing).
5. Misplaced Modifiers
Wrong: After reviewing the documents, the printer was broken.
Right: After reviewing the documents, I noticed the printer was broken.
The modifier “after reviewing the documents” should describe who did the reviewing. In the wrong version, it sounds like the printer reviewed the documents. Always place the modifier next to the person or thing it describes.
6. Then vs. Than
Wrong: This proposal is better then the last one.
Right: This proposal is better than the last one.
- Than is for comparisons (bigger than, better than)
- Then is for time (first this, then that)
If you’re comparing two things, than is the only choice.
7. Run‑On Sentences (Comma Splices)
Wrong: I’ll finish the report by noon, then I’ll send it to you.
Right: I’ll finish the report by noon, and then I’ll send it to you.
A comma alone can’t join two complete sentences. Use a comma + conjunction (and, but, so) or split into two sentences. Another fix: I’ll finish the report by noon; then I’ll send it to you.
8. Dangling Participles
Wrong: Walking into the meeting, the agenda was confusing.
Right: Walking into the meeting, I found the agenda confusing.
Similar to misplaced modifiers, a dangling participle leaves the reader guessing who or what the action refers to. Always make sure the subject of the main clause is the one doing the action described by the participle.
9. Confusing “Affect” and “Effect”
Wrong: The new policy had a positive affect on productivity.
Right: The new policy had a positive effect on productivity.
Quick rule: Affect (verb) = to influence. Effect (noun) = the result. Exceptions exist (effect as a verb means “to bring about”), but for everyday business writing, use affect as the action and effect as the outcome.
10. Double Negatives
Wrong: I don’t have no time for that meeting.
Right: I don’t have any time for that meeting.
In standard English, two negatives cancel each other out and create a positive. Don’t have no time actually means you do have time. To express absence, use any or rephrase: I have no time (single negative).
One More Tip: Read Your Email Aloud
Most grammar mistakes become obvious when you slow down and actually say the words. Your ear catches what your eye skips. Before hitting send, read the email out loud — even if it feels silly. You’ll catch at least half of these errors.
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