Advise Your Expectations for a Reply

If a Sender expects a reply to an e-mail, should it be stated in the e-mail? “Please Respond…..” or “I expect a response…” really isn’t necessary.  Responses are expected and customary.  That is unless the Recipient is intentionally ignoring the Sender.

When someone takes the time to e-mail another, common courtesy dictates that the Recipient respond in a timely basis.  To not respond because the Sender didn’t specifically ask for a response,  is no excuse to not do so and can be perceived as intentionally ignoring the other side.

Now this certainly doesn’t apply to spam, forwarded chain letter e-mails or those e-mail that are from folks you don’t know. Responding promptly, even if to just send a “Thank You” helps build relationships and avoid misunderstandings.

And, what about a general e-mail that has been addressed to a large group for informational purposes?  As far as informative mass e-mails, I would assume a reply is not expected if it is announcement type e-mail.  That is unless it is specifically stated otherwise that the Sender wants to hear from all involved.  For mass e-mails, if you want to solicit replies from everyone you send to, simply include a statement to that effect.

Email Subject Field Attention Getters

Are you looking for the proper way to address e-mails that may be hot issues or need further assistance (asking for help, needing a response, clarification)?

First let me reiterate that when conversations get “hot”, I always recommend that you first wait, preferably until the next morning, before you reply so that you can do so with a cool head.

Back to the topic of addressing e-mail to encourage specific results, what I do is use the Subject: field to help set expectations and the tone for my e-mails. Before the established Subject:, on ongoing conversations I use:

FOLLOW UP:
FYI:
QUESTION:
UPDATE:

You could also use:

PLEASE RESPOND:
RESPONSE REQUIRED:
COMMENTS PLEASE:

You get the idea… This lets the other side know basically why I am replying to that specific subject and what I am looking for. You may also find that those you communicate with appreciate this little “hint” in the Subject: field too!

No Need to Respond to Rude E-mails

I’ve never sent a rude e-mail.   I may be sternly professional when in the cross-hairs of someone who e-mailed me in such a manner that I felt I needed to respond to set them straight.    I’ve never name called, used formatting to show aggression or to make a point.  I choose my words carefully, make my points with clarity and sign off in a professional manner.

However, to those who are downright rude with no legitimate reason in doing so — I don’t respond at all.

Just because you have an e-mail address or a Web site does not obligate you to have to respond, defend or cajole every knucklehead who may come your way. There are those e-mails that due to lack of e-mail etiquette, punctuation and grammar come of terse or rude unintentionally. Those folks get a response with a pointer to my site so they can avoid future misunderstandings.

But then, there are the jerks. We’ve all run into that person who you just can’t win with. They will be rude, name call and accuse simply to be a bully because they have no basis for their point of view other than to resort to nasty digs.  That approach in of itself speaks volumes as to their overall lack of character.   Feel sorry for those that have to communicate in that manner to make their point.  Go back to them in a kind (or sternly professional) manner with your reply and take the higher ground.

By doing so, you set an example of how those with an education, who care about how they are perceived, who know how to use technology with courtesy, knowledge and understanding handle themselves.   Maybe, just maybe, by example, they may learn something!

Please Use the E-mail Subject: Field Properly

How you use the Subject: field can make a world of difference in how your email is percieved and even if it gets opened. Here are some basic no-nos:

• Don’t use the Subject: as a place to ask your question and leave the e-mail blank.
• Don’t use all small case in the Subject: field.
• Don’t use all caps in the Subject: field.
• Don’t be misleading in the Subject: field.
• Don’t do “spammy things” in the Subject: field

The Subject: is just that–the “subject”–not the content. The Subject: field should be a handful of words, typed properly, that accurately indicate the e-mail’s content–nothing more.

Putting entire e-mails in the Subject: field itself blank smacks of lack of tech savvy.  Not to mention making reading the e-mail more difficult for the recipient as in most programs one has to scroll to be able to read an arm’s length Subject: field before opening it.

Using all small case gives the impression the Sender may not be credible or even worse; uneducated.  All caps, can look spammy while adding unintended emphasis.  Always type Subject: fields with proper sentence structure and case.

Never be misleading as to the content of your e-mail.  Many folks will rely on your choice of Subject: field content to determine even if they will open your e-mail.  Don’t take that risk.

Same goes for “spammy things” which are criteria spam filters look for to determine the spam score for every e-mail.   E-mail spam scores can determine if an e-mail is bounced or returned or even sent directly to Trash and deleted.  The Subject: field is part of that spam score and if you do things that are typical of the tactics spammers use, your e-mail could be misidentified and blocked.

For more information read my articles: How to Avoid Looking Spammy and the 5 Essentials of Every E-mail.

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