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8. Always proofread your e-mail before you send it.
A lot of people don't bother to read their e-mail before they send it out. This is evidenced by many spelling and grammar mistakes contained in e-mails. Apart from this, reading your e-mail through eyes of recipient will help you send a more effective message and avoid misunderstandings and inappropriate comments.
9. Mass Mailings: Use Bcc: field or do a mail merge.
When sending an e-mail mailing, some people place all e- mail addresses in To: field. There are two drawbacks to this practice: (1) recipient knows that you have sent same message to a large number of recipients, and (2) you are publicizing someone else's e-mail address without their permission. One way to get round this is to place all addresses in Bcc: field.
However, recipient will only see address from To: field in their e-mail, so if this was empty, To: field will be blank and this might look like spamming. You could include mailing list e-mail address in To: field, or even better, if you have Microsoft Outlook and Word you can do a mail merge and create one message for each recipient. A mail merge also allows you to use fields in message so that you can for instance address each recipient personally.
10. Be careful with abbreviations and emoticons.
In business e-mails, try not to use abbreviations such as BTW (by way) and LOL (laugh out loud). The recipient might not be aware of meanings of abbreviations and in business e-mails these are generally not appropriate. The same goes for emoticons, such as smiley :-). If you are not sure whether your recipient knows what it means, it is better not to use it.
11. Don't forward virus hoaxes and chain letters.
If you receive an e-mail message warning you of a new super virus that will immediately delete everything from your computer, this is most likely a hoax. By forwarding hoaxes you use valuable bandwidth and sometimes virus hoaxes contain viruses themselves, by attaching a so-called file that will stop super virus.
The same goes for chain letters that promise incredible riches or ask your help for a charitable cause. Even if content seems to be bona fide, senders are usually not. Since it is impossible to determine whether a chain letter is real or not, best place for ALL chain letters is recycle bin.
12. Never make any libelous, sexist or racially discriminating comments in e-mails, even if they are meant to be a joke. There's nothing remotely funny about those types of comments. All they do is perpetuate an ugly, endless cycle of ignorance and intolerance.
13. Don't send or forward e-mails containing libelous, defamatory, offensive, racist or obscene remarks.
By sending or even just forwarding one libelous, or offensive remark in an e-mail, you and your company can face court cases resulting in multi-million dollar penalties.
There's too much of this garbage already being circulated on Internet. Don't get involved with this ignorant and irresponsible behavior.
14. Don't reply to SPAM.
By replying to SPAM or by unsubscribing, you are confirming that your e-mail address is "live." Confirming this will only generate even more SPAM. Therefore, just hit delete button or use e-mail software to remove SPAM automatically.
Dean Phillips is an Internet marketing expert, writer, publisher and entrepreneur. Questions? Comments? Dean can be reached at mailto: firstname.lastname@example.org
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