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It's a good idea to attach graphic directly to email message, as well as to include a link where it can be picked up if, for some reason, image is not received properly.
I've found an email similar to below hits upon all of necessary points.
Thanks for applying for Excellent Site award. Your site has met criteria for award and has won! I found your site is indeed excellent and I thoroughly enjoyed my visit. I especially liked your page about Sammy (your dog) - it made me laugh. The photos of your children are a nice touch (cute kids) and your choice of background images is good.
Your award image is attached. Please link it back to http://www.internet-tips.net - this is not a requirement but it would be appreciated.
Some URLs which you may find useful: http://www.internet-tips.net/Winawards/Winanaward.htm
Description of our awards program in detail http://www.internet-tips.net/Winawards/excellent.htm
Excellent site award home page. http://www.internet-tips.net/Winawards/criteria.htm
The criteria common to all of our awards. http://www.internet-tips.net/images/sample01.gif
You may also pick up award image here if you wish.
One thing that I do NOT recommend is to inform your winners about any negatives or give them ay criticism. I know from personal experience that these kinds of comments detract from thrill of winning an award. I prefer to just tell my winners good news and leave it at that.
Some sites use a scoring system to figure out who has won award. In those instance, I would also recommend that this score NOT be shared with anyone - again, no need to take anything away from your winners victory.
That, in a nutshell, is a method which is useful for handling your winners.
Richard Lowe Jr. is the webmaster of Internet Tips And Secrets. This website includes over 1,000 free articles to improve your internet profits, enjoyment and knowledge. Web Site Address: http://www.internet-tips.net Weekly newsletter: http://www.internet-tips.net/joinlist.htm Daily Tips: mailto:internet-tips@GetResponse.com