Sure, you know how to handle email. You're probably flooded with
stuff and deal with it as effectively as you can. But is this good enough? Maybe, but I sure get a lot of email that completely ignores well established rules. And even defies common sense. Here are my pet peeves.
Line Length:
A line of 80 characters is about twice as hard to read as one of 65. My reader window is set to accommodate 65 character lines. Send me 80, and 15 or more will wrap to a second line. Ugly. And hard to read.
Send 60 character lines, 65 maximum, as do most newsletters. All you need to do is hit Enter at about 60 while typing.
Courier
Use it. Forget all other fonts. This is what most expect. When you use font you love, it's a struggle for me to read it because it is not what I expected or am used to.
HTML
Forget it. Many are now trashing HTML, much favored by pornographers. While I don't automatically trash it, it's got to be important else I will. People can send Java and Active X in HTML. Reports I have not confirmed, suggest these will become joyful tools for those wanting to do mischief.
Do The Views Above Reflect The Norm?
It's doubtful. But I'm not alone in any one of them. So if you break these rules, you are bound to annoy some. Remembering importance of generating every single possible hit, can you afford this risk? Many obviously believe they can, for above are commonly violated in email I receive.
There's more to all this than mentioned above. If you are serious about your business and want to be certain your messages are first rate, visit my site. Click on Library in navigation bar to left. Then, under Topics, select Email Handling. You'll find lots of good information here, and views of others.
Three Unbreakable Rules
Ignore following at your peril. You can lose lots and lots of potential customers in doing so.
Answer Promptly
What good is a reply a week later? Heck, sender has likely forgotten question. And even that they asked it.
There's no exception here. Email needs to be answered within a few hours of receipt. If you're working a day job, handle heavy stuff in evening. But check for important messages in morning as well. Otherwise, check every two to three hours. If you haven't time, outsource task. That is, hire someone to handle your email for you. It simply has to happen.
Answer Completely
Many replies are incomplete, so you have to respond again to clarify your question. Often answer does not relate to question. Intolerable.
Take whatever time is required to be sure you understand question. Then answer it completely. But go further. Include related information that may be needed given your answer. For example, if you suggest using a Windows' tool, add how to do so.
Answer With Grace And Style
Be pro. Talk nicely. Use simple language. Say enough, but not more than is needed. Above all, watch your manners. This matters most when dealing with someone who is angry.
