Top 7 Rules of Effective E-mail Communication
| Category: E-mail Marketing | Date: 2002-05-08 |
1. A first impression is lasting:
E-mails ease of use has allowed us a bit of leeway in our day-to-day communication. Nonetheless you should ensure you have checked(and double-checked) your spelling and grammar. Particularly in business messages, you want to build a trust with people and make them feel confident about your attention to detail, etc.
2. Reply quickly to e-mails:
Internet time is faster than regular time. Put inplace a procedure that turns e-mail queries around within 24 hours. Do quote a*part* of the senders e-mail (so they can be reminded of what youre responding to). Save time by having standard replies or drafts ready for common questions.
3. Learn how to add character to your messages:
Plain text (ascii) used within the body of ane-mail is flat and doesnt allow much room for nuance, tone or humor. By using space, asterisks, caps, quotes, and other characters, you can emphasize parts ofyour message, and also help convey your intended tone. Avoid using *all* caps asthey MAKE YOU LOOK LIKE YOURE SHOUTING.
4. Never send uninvited attachments:
Ask intended recipients whether they acceptattachments, and in what format. For one thing, you dont know if the recipient has the same software or even computer platform to accept your missives. Viruses are a serious issue, and attachments are a popular way to deliver them. E-mailswith attachments are simply deleted in many businesses.
5. Respect cultural differences:
We live in an global village now; you mustremember cultural differences and respect the customs of international clients.Be formal in e-mails until you are confident that it is appropriate to adopt amore casual tone with clients and potential clients. Its good practice to avoid informal writing that may offend, such as slang, bad language and nicknames.
6. Never send unsolicited mass e-mails:
They may seem like a good marketing idea, but theywill sully your companys reputation. Learn how to build your own opt-in mailinglist.
7. Dont e-mail when youre angry:
Because plain text in an e-mail is so flat, people can oftenmisinterpret the "tone" of a message. If you receive an e-mail that makes yousee red, wait 24 hours before responding. Give the sender the benefit of the doubt,and respond in a courteous manner. More often than not the person did not intend to sound as harsh or off - putting as their message came across.
About the Author
By Nancy Roebke
www.findmorebuyers.com
execdirector@profnet.org
http://www.profnet.org/
E-mails ease of use has allowed us a bit of leeway in our day-to-day communication. Nonetheless you should ensure you have checked(and double-checked) your spelling and grammar. Particularly in business messages, you want to build a trust with people and make them feel confident about your attention to detail, etc.
2. Reply quickly to e-mails:
Internet time is faster than regular time. Put inplace a procedure that turns e-mail queries around within 24 hours. Do quote a*part* of the senders e-mail (so they can be reminded of what youre responding to). Save time by having standard replies or drafts ready for common questions.
3. Learn how to add character to your messages:
Plain text (ascii) used within the body of ane-mail is flat and doesnt allow much room for nuance, tone or humor. By using space, asterisks, caps, quotes, and other characters, you can emphasize parts ofyour message, and also help convey your intended tone. Avoid using *all* caps asthey MAKE YOU LOOK LIKE YOURE SHOUTING.
4. Never send uninvited attachments:
Ask intended recipients whether they acceptattachments, and in what format. For one thing, you dont know if the recipient has the same software or even computer platform to accept your missives. Viruses are a serious issue, and attachments are a popular way to deliver them. E-mailswith attachments are simply deleted in many businesses.
5. Respect cultural differences:
We live in an global village now; you mustremember cultural differences and respect the customs of international clients.Be formal in e-mails until you are confident that it is appropriate to adopt amore casual tone with clients and potential clients. Its good practice to avoid informal writing that may offend, such as slang, bad language and nicknames.
6. Never send unsolicited mass e-mails:
They may seem like a good marketing idea, but theywill sully your companys reputation. Learn how to build your own opt-in mailinglist.
7. Dont e-mail when youre angry:
Because plain text in an e-mail is so flat, people can oftenmisinterpret the "tone" of a message. If you receive an e-mail that makes yousee red, wait 24 hours before responding. Give the sender the benefit of the doubt,and respond in a courteous manner. More often than not the person did not intend to sound as harsh or off - putting as their message came across.
About the Author
By Nancy Roebke
www.findmorebuyers.com
execdirector@profnet.org
http://www.profnet.org/
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