This means that a ‘threadless email’ will not provide enough information and you will have to spend a frustratingly long time to find out the context of the email in order to deal with it. If you receive many emails you obviously cannot remember each individual email. Some people say that you must remove the previous message since this has already been sent and is therefore unnecessary. When you reply to an email, you must include the original mail in your reply, in other words click ‘Reply’, instead of ‘New Mail’. Therefore, try not to send any email text in capitals. This can be highly annoying and might trigger an unwanted response in the form of a flame mail. IF YOU WRITE IN CAPITALS IT SEEMS AS IF YOU ARE SHOUTING. Moreover, even if a mail has high priority, your message will come across as slightly aggressive if you flag it as ‘high priority’. If you overuse the high priority option, it will lose its function when you really need it. We all know the story of the boy who cried wolf. Do not overuse the high priority option.When making points, number them or mark each point as separate to keep the overview. Use short paragraphs and blank lines between each paragraph. Since reading from a screen is more difficult than reading from paper, the structure and lay out is very important for e-mail messages. #Forward or reply unreplied mail fullMoreover, you need to have a good virus scanner in place since your customers will not be very happy if you send them documents full of viruses! Wherever possible try to compress attachments and only send attachments when they are productive. This will put the customer’s mind at rest and usually customers will then be very patient!īy sending large attachments you can annoy customers and even bring down their e-mail system. If the email is complicated, just send an email back saying that you have received it and that you will get back to them. Therefore, each e-mail should be replied to within at least 24 hours, and preferably within the same working day. If they did not want a quick response they would send a letter or a fax. You can save your templates in a Word document, or use pre-formatted emails.Ĭustomers send an e-mail because they wish to receive a quick response. Save these texts as response templates and paste these into your message when you need them. #Forward or reply unreplied mail how toSome questions you get over and over again, such as directions to your office or how to subscribe to your newsletter.
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