Avoiding Misinterpretation of Date in E-Mail

E-Mail allows you to communicate with your friends and associates, wherever they are in the world easily. Be aware that people from other countries may use a different format for date. If you are American, you will most probably interpret 05/10 as May 10. No doubt about that. Or is it? In another area of the world, this may be the 5th of October. With some misfortune, this area is where your E-Mail message ends up!

That is why you should always make sure to spell out the month. Write May 10, 10 May or something similar instead of 05/10 or 05-10. This makes it clear what date you are referring to.

Don’t Rely On E-Mail Alone

E-Mail is a great tool for efficient communication. However, it is just that - an efficient tool. It is not something to build relationships with - so don’t rely on it exclusively. Set a goal to talk to people at least once for every ten E-Mail exchanges. Relationships are best built in-person, second by phone calls, and third by the written word. Take full advantage of the first two if you want the relationship to grow.

Who Sent You M@il?

Quite often, you may find yourself sending E-Mail to someone you don't know or don't know too well. Identify yourself in the E-Mail clearly so that you the recipient knows who you are without a doubt. It may be helpful to add details like how you found out about the recipient or any prior meetings or E-Mail exchanges if you think it would serve to jog the recipient's memory. You may also want to indicate what the E-Mail is about and what you need from the recipient.

Ideally, these points must be communicated in the first one or two lines of your E-Mail. Otherwise, you may find that your E-Mail goes straight to the ol' trash can.

Towards More Meaningful E-Mail Forwards

Forwarded E-Mails are a fact of life. I am sure all of us receive at least a couple of forwarded E-Mails everyday. It is one thing to receive meaningful and interesting E-Mails that are profitable and convey something that you really did not know about. It is another matter when you receive stale, obscure jokes and links that are just plain annoying.

If you are forwarding any E-Mail or links, make sure that you indicate why you are forwarding it to them and how you think that it could be profitable and of use to them. In an instant, the recipient knows that you care about their time and will appreciate the fact that you yourself took time to think about their requirement and interests. It is definitely a way to further your relationship with the recipient.

Use Color Fonts for Emphasis

All modern E-Mail clients allow you to choose colors for your fonts. This comes in handy to emphasize something in your E-Mail. Use a different color for any particular text that you would like to be emphasized.

Sometimes, people ask me if using red color fonts is akin to shouting or using a louder voice in normal speech. It is not so. Using all capitals is akin to shouting when it comes to E-Mail So go ahead, do not be afraid to use color in your E-Mail. After all, the most important thing is to get your message across effectively and color can certainly be of help in some situations.

Stop Viruses and Worms!

This may not seem to be directly related to E-Mail, but it is. E-Mail worms and viruses are spreading via messages that could be sent from your computer without your knowledge. It is thus, essential that you use current anti virus software, to update it frequently, and to keep up to date with security fixes of your email software.

Your E-Mail recipients will definitely thank you for taking care!

Sending Group E-Mails

Group all people in one category under one group name. When you want to send an E-Mail to all the people in that category, simply send it to the Group. Only the Group name will be visible in the "To" field. Individual recipient names are not revealed. This also provides a degree of privacy.

Too Many Attachments? Compress 'Em

Do not send too many attachments often. Use them sparingly. Ask the recipient's permission before sending any large attachments unless the recipient is already expecting one. When you do send attachments, bear in mind the size of each attachment. Compress or ZIP those attachments so that you reduce the amount of bandwidth and space taken.

Using The Bcc Field

Use the Bcc field when you do not want any E-Mail recipient to know if there are any more people to whom you sent the same E-Mail to or who they are. To use the Bcc field effectively, type in your own E-Mail address in the To field (or leave it blank) and add all recipients' E-Mail addresses to the Bcc field separated by a comma. Each recipient will receive a copy of your E-Mail with only his E-Mail address. None of the other recipients' E-Mail address will be displayed.

Proper Names are the Proper Choice

While sending E-Mail, take an extra few seconds to type out the recipients proper name - instead of just an initial like B or M. It has been shown that using just initials puts some people off. Chances are, they may not go ahead and read your E-Mail at all.

Take a few more seconds to include a greeting like "Hi Bob" or "Good Morning, Jim" and your E-Mail will be better received. Simple... but effective!

Acknowledge E-Mails - Avoid Confusion, Misunderstanding

There are many times that I am not in a position to respond immediately to an E-Mail that I have received. In such a situation, I make sure that I send a short message acknowledging receipt of the E-Mail and inform the sender that I will respond soon. This way, the sender does not have to wonder whether their E-Mail has reached me in the first place or wonder as to why I have not responded to their E-Mail.

Short Paragraphs Make Sense

Always remember: E-Mail as a medium is ideal for short and simple messages.Try not to have more than three lines in a paragraph and always leave a blank line between paragraphs. Otherwise, your E-Mail may tend to look cluttered.

Be Friendly When You Write E-Mail

An E-Mail relationship is not much different from an offline relationship. It always pays to be friendly and personable. Take time to add something friendly in your E-Mail. You could remark on something relevant to the receiver or add a quick comment about their website or work. End your E-Mail with a friendly comment like “Have a relaxing weekend” or "Have a great day".