Ah, hitting that send button on a business email a little too soon. It happens to the best of us. Maybe you’re sending out an internal email to company staff or a marketing email to customers. Even if you’re in the zone, it doesn’t take much to accidentally forget to delete a line, attach a doc, add a link or check your spelling. Show
Don’t stress! There are always ways to recover from a misstep in email communications, even if the audience on the other end has opened and read what you’ve sent out. How to unsend an email.Both Gmail and Outlook – two of the most popular mail clients – have a feature that allows you to undo or unsend emails for a limited time after they’ve been sent. In Gmail, the ‘Undo send’ feature is automatically turned on. However, you can change the amount of time allowed to recall an email by doing the following:
In Outlook, you can opt to delay sending your message for 5 or 10 seconds. To turn on the ‘Undo send’ option:
RELATED: 6 ways to maximise positive reviews of your business. How to recall a business email with Outlook.If you use Outlook as your mail client for your business email address, you can recall an email from the mailboxes of the recipients who haven’t yet opened it. However, it’s worth noting that message recall is only available if both you and the recipient have a Microsoft 365 or Microsoft Exchange email account in the same organisation. In all other cases, the ‘Undo send’ feature above is your best bet. To recall and replace a message in Outlook:
Outlook can also tell you if a recall succeeds or fails for each recipient. When complete, just click ‘OK’ to recall your email. What if you’ve sent a mass marketing email in error?Once marketing emails have been sent, they’re generally out in the wild and can’t be undone. But it’s okay: these things happen, and the most important thing to consider now is how to recover from it. Accept that you’ve made a mistake.If you’ve made a mistake, the best thing you can do is own it and start handling it like a pro. If you report to someone, send an email to your line manager explaining what happened. If it’s just you involved, start thinking about what you’ll do to rectify the situation. Assess the impact.How many emails went out? Just how big was this mistake? Was it a simple typo or did you accidentally promote a 100% off sale rather than a 10% off sale? The small stuff can probably slide, but if your mistake is likely to cause customer dissatisfaction, you need to act quickly. So now’s the time to take action. Put your plan into motion.In the case that it’s a big ‘oops’ moment, then it’s probably best to respond quickly. You might be able to even get your user to read your replacement email first, since it will generally sit higher in their inbox. Write a clear subject line like ‘Sorry about that last email’ or ‘Oops, we made a mistake’ so your user knows why they’re getting another email from you. Apologise upfront and own the mistake. Remember to stay on brand and triple-check your message before sending! How to avoid making email mistakes in future.
Need more help with handling customer comms? Check out our free email campaign planner template or talk to our digital marketing experts to find out how we can help. What happens if you accidentally send an email to the wrong person?Contact the unintended recipient
It's a good idea to contact the unintended recipient as soon as you realize the error. You may ask them to delete the email before they read it. If they've already read it, you can address the accidental email with them promptly.
Can you recall an email sent to the wrong person?The short (and probably disappointing) answer is no. Once an email has been sent, it can't be “un-sent”. But, with some email clients, you can recall unread messages that are sent to people within your organization. Below, we'll cover Outlook/Office 365 and Gmail.
What do I do if I accidentally sent something to the wrong person?Sent a message to the wrong person?. Option 1: Unsend (if you can) On some platforms (Gmail, Facebook messenger and Instagram, we're looking at you) you can actually unsend messages which is really, really handy. ... . Option 2: Own up to your mistake. ... . Option 3: Tell a white lie.. |