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#Forward or reply unreplied mail how to#
#Forward or reply unreplied mail full#
#Forward or reply unreplied mail professional#

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 full#

Moreover, 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 to#

Some questions you get over and over again, such as directions to your office or how to subscribe to your newsletter.

Use templates for frequently used responses.

However, templates can be used effectively in this way, see next tip. For this reason auto replies are usually not very effective. Not only should the e-mail be personally addressed, it should also include personal i.e. And, if your program has a spell checking option, why not use it?. E-mails with no full stops or commas are difficult to read and can sometimes even change the meaning of the text. This is not only important because improper spelling, grammar and punctuation give a bad impression of your company, it is also important for conveying the message properly.

Use proper spelling, grammar & punctuation.

Customers will definitely appreciate this. Instead of just listing the credit card types, you can guess that their next question will be about how they can order, so you also include some order information and a URL to your order page. Imagine for instance that a customer sends you an email asking which credit cards you accept. Moreover, if you are able to pre-empt relevant questions, your customer will be grateful and impressed with your efficient and thoughtful customer service. Answer all questions, and pre-empt further questions.Īn email reply must answer all questions, and pre-empt further questions – If you do not answer all the questions in the original email, you will receive further e-mails regarding the unanswered questions, which will not only waste your time and your customer’s time but also cause considerable frustration.Remember that reading an e-mail is harder than reading printed communications and a long e-mail can be very discouraging to read. (Note: Items #1-32 are all from source ).ĭo not make an e-mail longer than it needs to be. Below we list what we consider as the 32 most important email etiquette rules that apply to nearly all companies. Some rules will differ according to the nature of your business and the corporate culture. There are many etiquette guides and many different etiquette rules. Protection from liability: employee awareness of email risks will protect your company from costly law suits.

#Forward or reply unreplied mail professional#

Professionalism: by using proper email language your company will convey a professional image.Įfficiency: emails that get to the point are much more effective than poorly worded emails. Electronic etiquette Why do you need email etiquette? Ī company needs to implement etiquette rules for the following three reasons: