Email Etiquette

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Do You Know What's in Your Trash?

A hearty welcome to all the spam fighting filters and programs created to rescue us from the deluge of unwanted email! There is practically a "solution" for everything. But as with most online "solutions" filters and programs are only tools that users need to make some effort to use properly to reap the benefits.

You have to learn how to use these programs to your advantage or you can experience the unexpected downside. How can there be a downside when we're talking less spam you say? Unfortunately, all too often legitimate and expected emails are being eaten by filters and are ending up in the trash!

Twice this week I received terse emails from new clients awaiting my response on certain issues. Because they were new to working with me, they didn't know that I usually respond within an hour to most email. My responses were not returned as "undeliverable" so what happened? Where are they? In both instances I called my clients only to find my messages had inadvertently landed in their junk or trash folder because of their ISP's filtering systems.

When communicating with clients and in my day-to-day communications, I do not go to extremes to alter certain words that may trip filters in my day to day communications. With folks I know, that shouldn't be an issue because they are supposedly expecting my email. In addition, I always instruct new clients and subscribers to add me to their address book, approved or white list.

Plus as I am sure you'll agree, you've seen all those funky ways of spelling certain words with characters or spaces that are unnatural. I believe they ruin the flow of your message because the reader can't help but take pause to notice.

Before you send off a terse email complaining or assuming no response, be sure you have covered the following:

1. When you know you will be communicating with a specific person on a regular basis, make sure you add them to your approved list or address book as soon as possible. Many onliners now use Web based email such as Yahoo! and MSN that allow them to control who they receive email from. Just as the majority of ISPs now give you the ability to filter email based on level of spamminess or by adding email addresses to your list so they can get through. Be sure to use these tools to avoid trashing wanted email.
2. Same goes for Web sites or eZines you sign up for. Add their dot com to your list as soon as you sign up. Most legitimate eZines use a double-opt in subscription process that requires you respond or click on a link within an email from them before you get formally added to their list. If you don't get that email to respond to it-you will not be added.
3. Before you empty your trash or junk folder-go through the trash! Take a quick peak and look at the Sender: and Subject: fields to see if names are familiar or for a topic that is expected. Otherwise you risk wanted email going out with the trash!

Three simple little steps can help ensure the email you do want lands in your inbox. The email you are waiting for may have already arrived!

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