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6 Steps to a Perfect eMail Message

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

  1. Compose Off-Line 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 don't 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 commands.

  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. MailTo:SigFile@B...

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 MailTo:SigFile@B...

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. Don't say anything in a message you wouldn't 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.

(c) 2004 BIG Mike McDaniel - All Rights Reserved -

Send MailTo:Mike@B... 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.

Subscribe to "BIG Mike's BIG Ideas" Newsletter MailTo:subscribe-956603364@e...

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