Many of us spend hours every week (or maybe even every day!) dealing with e-mail. Make sure yours makes a good impression.
Your e-mail address may be the first thing some people learn about you. What image does yours present? If you are using the same account for business and personal e-mail, use a professional address. I don’t think I want “HotBabe@xxx.com” as my accountant, thank you.
When recipients download an e-mail from you, does your name or business name appear as the sender? Or is it a meaningless string such as “firstname.lastname@example.org?” Check “Options” or “Set Up” in your e-mail program to put your name or company name there.
Make your subject meaningful, too. I can’t tell you how many spam messages I get with subjects such as “Hello!” or “I’ve been trying to reach you.” If you want me to open your e-mail, say what the message is about in the Subject line.
If you are sending the same message to multiple recipients, use the Bcc: field for the addresses instead of the To: field. I get e-mail where I have to page through multiple screens of other people’s e-mail addresses before I get to the message. Most of the time, I won’t bother. It also annoys me that my e-mail address is being given to all of the other people who got the message.
Think before you send. Do you really need to forward that latest joke or those cute kitten photos to everyone in your address book? Chances are, you’re not the only one sending it to them.
That goes double for any message you get telling you that you should immediately forward it to everyone you know. Chances are, it’s a hoax that has been floating around the Internet since Al Gore was a baby. Before hitting “Send,” find out if it’s real or a hoax at http://urbanlegends.about.com/.
Do not send attached files unless the recipient is expecting them. Most people will not open an attachment because of virus fears. And, someone with a dial-up connection won’t appreciate spending 20 minutes downloading the cute animal video you just had to send.
Put as much effort into how you appear online as you do offline.