All too often otherwise nice folks come off as terse or plain old rude when it comes to their e-mail habits. They dont intentionally set out to be viewed as rude, well I guess some do, but for the most part I prefer to believe the majority do not.
Are you being viewed as rude Do your e-mail habits smack of a lack of consideration for the person on other side Below are the most common faux pas I see onliners make on a regular basis that end up leaving a negative perception. If you answer Yes to any of the following questions you are most likely being viewed as rude.
=> Do you forward e-mails without comment
If you cannot take the time to write a comment about why you are forwarding that particular e-mail to that particular person dont bother forwarding at all or youll be viewed as rude!
=> Do you send overly large unexpected attachments
If you cannot take the time to determine file size and ask first when would be the best time to send them, youre being viewed as rude!
=> Do you send business attachments after business hours
If you do, you will definitely be viewed as rude when you cause your associates inbox to fill and all subsequent e-mail to bounce!
=> Do you start every e-mail with a Hi or Hello with the recipients name and close with a Sincerely, Take Care, or TTYS, and your name
If you cannot take the time to personally address an e-mail and sign off with courtesy, which will cause you to be perceived as demanding or curt, youll be viewed as rude!
=> Do you e-mail Web sites for information without searching to see if the information youre seeking has already been provided for your convenience
If you cannot take a few moments to search a site and read the information provided, youll be viewed as rude!
=> Do you use multiple !!! or in your e-mails
If you do, you will come off as pushy and/or condescending and youll be viewed as rude!
=> Do you include everyones e-mail address in the To: field even if they dont know each other
If you do, that is a serious breach of privacy when you expose your contacts e-mail addresses to strangers and, you will be viewed as rude!
=> Do you add the e-mail address of new contacts, newsletters youve subscribed to or Web sites you receive e-mail from to your approved or white list
If not, your spam blocking or your ISPs filtering program may return e-mails or ask for confirmation. If you initiated the request, courtesy dictates that you add their e-mail address to your approved list to make communicating with you easy or, youll be viewed as rude!
Avoid being viewed as rude by taking the time to show courtesy to the people you are communicating with. All too often folks think only of themselves and what they want to do at any given moment regardless of how it will be perceived or affect the person on the other side. Good manners never go out of style and that applies to e-mail activities as well.
To be always thinking about your manners is not the wayto make them good; the very perfection of mannersis not to think about yourself.- Richard Whately
About the Author:
Judith Kallos is an authoritative and good-humored Technology Muse who has played @ for over a decade. Check out her popular E-mail Etiquette Web site and Book @:
An opt-in e-newsletter is one of the most effective marketing tools you can use because it is fast, personal, and inexpensive. Many small businesses are using e-mail newsletters to introduce themselves to new customers and to communicate with existing ones. By sending useful information on a regular basis, you maintain continuous contact without being annoying. In addition, an e-mail newsletter can enhance your credibility and increase sales.
Creating an E-mail Newsletter
Producing your newsletter doesnt have to be a monumental task. First, decide on the frequency of publication. This is based on how much time you have to do the work. Publishing it monthly or quarterly is probably a comfortable pace for both you and your readers. Next, produce a graphic design for your layout.
Many e-mail list management companies provide online templates for their customers. You simply type or paste in your information online and an HTML or text-based newsletter is automatically created for you.
Now its time for the content of your newsletter. Concentrate on topics that your readers will be interested in, not only the ones that you find fascinating. Try to use real-life applications. For example, you can describe past successes and maybe even interview a customer or two. This way, you tell your audience how you solved a problem that relates to them and conveys that you are a results- oriented professional.
12 Tips for Successful E-mail Newsletters and Campaigns
1. Do not purchase, trade, or borrow an e-mail list
Sending e-mail to people who have not specifically requested to receive your mailings (opted-in) is almost always regarded as spam.
2. Make signing up and unsubscribing easy and visible
Add a sign up form to your home page or link to it and ask your customers if they would like to sign up when you speak with them in person. You may only want to ask subscribers for their e-mail address, first and last name, and one or two other questions such as their interests. This will allow you to target future mailings.
3. Use double opt-in registration
There are two standard methods for online registration, single and double opt-in. Double opt-in is the preferred method because it requires confirmation.
4. Link to your privacy policy
Place a link to your privacy policy near your list sign-up form. Your policy should describe how you handle the information you collect and how people can contact you in case they have any concerns or questions.
5. Send a welcome message to each new subscriber
Once someone subscribes, send a welcome message immediately. Include a description of what they will receive, how frequently, and how to unsubscribe.
6. Keep accurate sign-up records
Sometimes, you or your Internet Service Provider (ISP) will get a spam complaint from someone who forgot they subscribed to your list. Keep accurate records that include the date and web address from which they signed up.
7. Ask your members to opt-in again if you are using an older list
If you have not sent a mailing for a while, ask subscribers to indicate that they want to stay on your list by sending you an e-mail, clicking a link, or visiting a web page.
8. Remind people that they subscribed
Include a standard heading each time you send a message. A short note such as, Thank you for subscribing to our newsletter, Mary, will remind recipients that they requested your mailings.
9. Avoid certain terms in your subject line and message text
If your message contains words frequently used by spammers, people will delete it and possibly file a spam complaint. ISPs often filter e-mails with suspicious subject lines and it is also illegal to use deceptive or misleading ones.
10. Include your physical address and phone number
Put your phone number and postal mailing address in your message. This allows readers to contact you to place an order or inquire about your services. In addition, federal legislation requires physical addresses on commercial e-mail messages.
11. Send your mailings regularly
Keep in touch with your subscribers frequently so they dont forget they signed up to receive your mailings. They will begin to anticipate your messages if you adhere to a schedule.
12. Reply promptly to each inquiry or spam complaint
When and if you receive an inquiry or a spam complaint, respond to it as soon as possible. Always include the subscribers sign up information with your response.
Following these simple suggestions will help you retain your subscriber base, which is fundamental for a thriving permission-based electronic newsletter or outreach campaign.
Raj Khera is a partner in , a web-based e-mail list management service that provides customers the ability to and e-mail campaigns. Receive a full copy of the E-mail Marketing Metrics Report: .
Copyright 2005 by Raj Khera, MailerMailer LLC. All rights reserved.