Luca / 02 March 2016 / Categories: Digital PR & Digital Marketing, Articoli Rules to send an email "Hey Luca, are you making a post also about how sending emails?" Yes, as long as I still get absurd emails from companies, I think there is still the need to talk about it. The generic email (and here we get out for a while from a purely PR area) is however a vehicle of information. You are writing to someone to say something. So, in order to be understood, you have to abide to precise criteria of creation. Put in the "To:" section the people to whom the email DIRECTLY addressed. That is to say, the people you are referring to directly. Put in the "CC:" section the people you want to be INFORMED about your email but that are not the primary recipients. For example, if you send an email to a general manager to ask some information put in CC: also his secretary, which in his absence can already start taking care of your request. I say this because many times it happens that emails are directed to me when the recipient in fact is my Account Director, and she is put in CC:... Or, instead, put me as the main recipient, and not as the one who should only be informed. The subject of the mail must NEVER be written in capital letters. "URGENT" or "CAUTION" are admitted, but the famous button "High Priority" that can be flagged suggests the urgency of the message. Example: "URGENT! Your intervention is requested for problem resolution!", or "CAUTION! A dangerous virus is running!" Writing the Divina Commedia in the subject does not make sense. Apart from that, the preview cuts the object after a few characters. If you want to be meaningful and effective you must put the subject of your message at the very beginning of the object. For example: "XYZ Practice, your intervention is required." The body of the email can be filled as you prefer. In any case that one will be the message you will send out… Let’s talk about the signature... Put it complete, with ALL your details... How many times you broke your phone, you lost your contacts, you had to rebuild your calendar and you checked if the contact you were interested in had sent you his contacts in an email... but he only has his name and surname in the signature… The signature can be set automatically, so you do not have to write it every time. Be careful, the signature must be omitted in your REPLY! Remember to delete it, unless you're writing an email that was forwarded to you and in that case the other person does not know who you are, you can leave it to provide your direct contacts. If, obviously, you do not intend to give them to him, well, leave the signature out… :-) As for the CC fields: and BCC:, if you are sending an email to your team, you can leave them visible. But if you are sending a newsletter remember to put them in the BCC: field, for privacy reasons. Print 6186 Rate this article: 4.2 Tags: Luca Monticelli BlogStar2Comemailoggettotestoconoscenzaurgenteattenzionefirmareply 1 comments on article "Rules to send an email" Luca Aggiungo anche una postilla. Quando si manda un'email, che può essere anche un Comunicato Stampa, e non è un'email inoltrata ma nuova, si dovrebbe evitare di lasciare nell'oggetto la scritta "Fwd:", che significa "forward", ovvero inoltrata da una email precedente. Questo è un errore di comunicazione piuttosto grave. Infine, gli allegati che si intende far leggere, devono essere sempre in un formato comune. Per comune intendo: IMMAGINI .jpg .tif .png FILE ARCHIVIO .zip .rar FILE IN LETTURA .pdf (Adobe Acrobat, il più diffuso in assoluto) .doc (Word) .ppt (PowerPoint) .xls (Excel) Altri formati non dico che sono banditi, ma diventerebbero illeggibili per molti, soprattutto su piattaforme mobile. 02/03/2016 14:35 Please login or register to post comments.
Luca Aggiungo anche una postilla. Quando si manda un'email, che può essere anche un Comunicato Stampa, e non è un'email inoltrata ma nuova, si dovrebbe evitare di lasciare nell'oggetto la scritta "Fwd:", che significa "forward", ovvero inoltrata da una email precedente. Questo è un errore di comunicazione piuttosto grave. Infine, gli allegati che si intende far leggere, devono essere sempre in un formato comune. Per comune intendo: IMMAGINI .jpg .tif .png FILE ARCHIVIO .zip .rar FILE IN LETTURA .pdf (Adobe Acrobat, il più diffuso in assoluto) .doc (Word) .ppt (PowerPoint) .xls (Excel) Altri formati non dico che sono banditi, ma diventerebbero illeggibili per molti, soprattutto su piattaforme mobile. 02/03/2016 14:35