E Mail care

I have written few points on the "Care to be taken while sending e mails". All these points are accumulated from the previous 10 years “Mail experience” (There was no mail before that).

If you have done any one of the mistake mentioned below while sending any mail, my answer is “Good; I have also done that”. If you say you have never done any of the point below…… I will not believe that statement.

Hope you will like these points and it will be of use to you;

I feel that these precautions need to be used primarily while sending “Important official mails”, while it is optional for mails with friends/ others.

POINTS TO REMEMBER & FOLLOW WHILE SENDING IMPORTANT MAILS

1. Check whether the recipients names are correct; if there is a small error in the recipients, the message will be received by people who are not supposed to receive the message. Some times confidential information can go to unsolicited persons. If the message is of sensitive nature, the consequences of sending to unsolicited persons will be huge. So take care and verify the recipients names.

2. If you have to attach some document, check whether you have done that. If you forget to attach, within a minute of you sending the mail, some one will write (not only to you, but to the group) that you have not sent the attachment. (In fact it is a good practice, if some one forgot to send the attachment, to inform only to him and not to the group).

3. Check the correctness of dates that you have mentioned in the mail atleast twice before sending; on and off, in a hurry we tend to put a wrong date or a wrong month.


4. Please read all important mails atleast twice (minimum twice) and make necessary corrections. Many times we tend to send important mails without even reading once and after sending, when we read them from sent items, we notice many mistakes and curse ourself. This can definitely be avoided if we read the mails few times before sending.

5. Look for correct spellings and language in your mail because every company has a “Grammar master” who will invariably teach you English grammar after reading your mail.

6. When you forward your friends' mails to others, delete your friends mail ID and other tail in it. We do not know how many more times it will be forwarded and mail ID's might go to unnecessary people also.

7. Finally don’t be in a hurry to press the send button. Many have this urge to press the send button at the earliest & go to the next job, but this does not help. Take all care and check everything, atleast what ever is mentioned above, before sending an official/ sensitive/ important mail.