How Intelligent is Your e-mail ?

E-mail is the most important communication medium for companies in e-businesses. In the anonymous world of Internet, e-mail is one of your most important representatives to outside world. First impression being the most important one, make sure your e-mails are professional enough to make an impression on the recipient.

How do you make your e-mails more professional looking ? Well, here are a few guidelines regarding format, content and style for your consideration:

FORMAT

1. Make sure the Reply To column is correct. It is so frustrating to receive a mail, which can not be answered !



2. Do not cram the CC: column with e-mail addresses. If at all you wish to mark CC, make sure all recipients have some kind of relationship and are relevant in the context. (e.g. addressing a letter to Head Office of a company with CC: to local branch office for follow-up)



3. If you wish to address your mail to multiple recipients who have no mutual relationship (other than known to you or your potential customer !), use the BCC: column.



4. Please please make sure your mail has not only a SUBJECT but is relevant and as specific as possible (e.g. 'In response to your inquiry for brass candle stick (July 15)' rather than a vague sounding "Indian Handicrafts'.



5. Do you have a signature file ? All e-mail software (Netscape, Eudora etc.) support a signature file that automatically gets appended to your letter. The signature should contain your contact details like telephone, fax, mailing address, and URL of your Home Site (Please see my signature file above)



6. The signature should not only STAND OUT physically, it should contain an interesting/attention grabbing phrase

CONTENT & STYLE

1. Please do not quote sender's letter completely while responding (unless there is a specific reason). It is positively irritating to receive a long e-mail full of irrelevant information from your own mail or previous correspondence. Use quotes selectively, while responding to specific question/issues raised by sender.



2. Please make sure that line lengths are never more than 65 characters. Most e-mail software automatically wraps long lines, make sure you have made this option "ON'.



3. Use short sentences in direct speech, using a conversational style as much as possible.



4. Use paragraphs to structure your message appropriately.



5. The length of your e-mail should be limited to one page max. Use hyper links (to your sites) liberally instead of long write-up on company profile, history, management... !!



6. Never Never attach file attachments without permission of the recipient. In this age of countless viruses being carried through attachments, chances are your e-mail will have summary execution (deleted without a second thought !!)