6 Steps to a Perfect eMail Message
- Title:6 Steps to a Perfect eMail Message
Author:BIG Mike McDaniel
Web Address: http://BIGIdeasGroup.com
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6 Steps to a Perfect eMail Message
More about eMail from BIG Mike
Each day the Internet delivers more than 5 BILLION
eMail messages. To be sure your message is
delivered and read, it must be politically
correct, free of errors and innuendoes,
inoffensive and still convey the essence of what
you want to communicate
Follow these steps for better eMail messages
Develop the habit of writing your eMail messages
off-line (use your word processor). This
eliminates the sub-conscious need for speed (the
line is open, hurry-hurry). Use the spell checker
but dont rely on it exclusively. You still need
to proof your message several times. The spell
checker will not highlight the word YOU if you
meant to type YOUR.
2. Send Private eMail only.
If you put more than one address in the -To- area,
all address show on the top of your message. To
send the same message to many, put their address
in -BCC- and send the message to yourself.
3. Limit line length to 50 characters.
You have doubtless seen many emails with long
lines followed by widowed lines with one or two
words. The hard carriage return of the word
processor did not agree with the line length of
your email program. By making all eMail [plain
text and 50 characters per line, your email will
always be easily readable. If you are comfortable
with your word processor, complete the message
there, then move it to a text editor (NotePad,
TextPad, etc.) and adjust the line length.
Remember CTRL+A highlights your text (in all
processors, eMail programs and text editors).
CTRL+C copies it to the clipboard and CTRL+V
pastes it in a new location.
4 Use The Queue
Tell your eMail program to put all outgoing
messages in a queue. When you press
SEND the messages are stacked up to be sent at a
predetermined time (every so many minutes, or when
you close or open your program). The queue gives
you a second chance to review outgoing messages
In Outlook Express (the most popular eMail program
because.. "it came with the computer") you can
turn on the queue by clicking on TOOLS then
OPTIONS then SEND and UNCHECK the SEND MESSAGES
IMMEDIATELY box. Other eMail programs have similar
5 Always use a SIG
You can make it easy for people know who sent the
message and/or reply to it by using an automatic
sig file. The SIG is a one to five line
letterhead at the bottom of your message. Look
in the HELP section of your eMail program.
You can read all about how to create signature
files in a free article written by me and posted
on many websites. Get your own free copy by
sending a blank eMail to my Idea Robot (Idea-Bot).
You get the detailed steps to create your own SIG
file for all the popular eMail programs.
Be sure the SIG file you create includes your name
and eMail address and a MailTo: command. Just type
MailTo: before your address make it work. Putting
a MailTo: in your SIG file will allows anyone to
click on it creating a blank email message,
addressed to you
Go ahead and try it, click on my MailTo: command
and see how it opens a blank eMail message already
addressed for you to get the SIG file article
If you design a generic signature file, with your
eMail address, it can be used for all your eMail,
Some eMail program let you have multiple SIGs,
using one as the default, unless you specify
another for a single message
6 Assume the worst
eMail is like a post card, once you send it there
is no way on knowing who will read it,
or forward it to your boss. Dont say anything in
a message you wouldnt say out loud standing on
the courthouse steps in front of the sheriff.
Sending a top drawer eMail message takes no more
time than sending a bottom drawer effort and
having to correct or explain it later.
©2004 BIG Mike McDaniel - All Rights Reserved -
BIG Mike McDaniel is a former successful radio
station owner and major market TV News anchor and nationally recognized
Speaker, Author, and Business Consultant. His BIG Ideas Group helps small
business grow with mastermind groups, seminars and sales training.
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