When sending large attachments or manuals within your team or the company, use a shared drive or Wetransfer.com
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Do not use ‘ALL CAPS’ when writing, it is the email equivalent of shouting at someone .
Use plain text email unless you need to attach pictures or use different text colours
Plain text messages are light and delivered quickly.
When using HTML messages, avoid fancy fonts and layouts to ensure your message looks the same at the other end. Do not send unnecessary logos or embedded objects in your message. This wastes processing time and resources for replication through the mail system. Also, your message might be misclassified as junk, leading to a reservation, confirmation or catering proposal not being received by a customer.
Emails addressed to multiple recipients:
‘TO’ should include all those who will need to take action or follow up on your email.
‘CC’ should only include those who really need to be informed but do not necessarily need to take action based on your email. Do not CC someone’s manager on problems immediately . First address a complaint directly to that person and only escalate to their manager if no solution is found. ‘BCC’ should be avoided at all costs, as it appears devious and can backfire against b oth sender and recipient. Do not automatically select ‘Reply ALL’. Carefully consider whether everyone who was included in the original message needs to see your response. Often, the CC list can be shortened. If you do reply to several people, make sure it is clear who should take action on which parts of your message, otherwise everyone will think it is someone else’s job . You can set up shared address books and mailing lists in Outlook for those you contact on a regular basis.
Do not CC customers in internal communication with other departments.
14/04/2023
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