Email is one of the most valuable forms of Internet communication and, of course, the most commonly used for personal relationships, family, and the business world.
It will be very difficult to explain to new generations how the world was before the Internet, but it will be even harder to tell them how we communicated before we could send and receive messages through our e-mail.
It will be very embarrassing for a grandmother half a century from now to explain to her offspring what she, in turn, learned from her elders about the laconic telegrams, letters handwritten on paper and delivered after four or five weeks of preparation, the documents sent by fax ... and so on.
If e-mail is so important to our lives, it is worth learning some simple techniques to make it more profitable. I would, therefore, offer the following tips to ensure that your messages reach the goals that you have set forth in the time you have to write them and send them:
1. Use appropriate langauge according to the message you'd like to send. If the recipient is a friend, it may have a familiar tone, informal. But if it is a formality or a communication addressed to a company, it is necessary to write it with the seriousness that the case requires.
2. Avoid spelling errors, because whether errors are in e-mail or any other document, they speak very badly of you. Some providers of e-mail and word processors offer the option of spell checking, but use them very carefully, because they have not yet been perfected.
3. Be clear when writing, because the Internet user always has little time, and he is certainly not in a position to invest in trying to guess what the author writes about. Clarity saves inconvenient and obtrusive misunderstandings.
4. Remember that, "the good, if brief, is twice as good." But don't push brevity to the point of becoming laconic. Your friends deserve a few lines from time to time.
5. In the Subject be as specific as possible, so that the receiver knows what his message is about even before he opens the mail. If you write to invite to a meeting, do not write, "Meeting," because a person may be invited to several meetings at the same time. More accurate would be: "Call a meeting to discuss the new budget"
6. The C.C. function aims to send the mail to secondary addresses to whom the message will reach well as the main target. The message will reach every person whose address was written in the two fields. "To" and "CC" and their addresses may be viewed by all.
7. If we want to avoid the addresses of contacts being made public, something desirable to protect individual privacy and personal data as important as your mail, you must use the BCC field (Blind Carbon Copy). In this way, each recipient will receive your message without viewing the contact information of the other recipients.
8. It is advisable not to send mail to people who you do not know or who do not expect communication from you. Besides being a discourtesy, this is an intrusion into the privacy of individuals, and there is a risk that you account will be declared as "spam," and each message coming from it will to go straight to the recycle bin.
9. Do not forward all messages that arrive. Make a careful review, because many messages contain vulgar langauge and insulting, obscene, or grotesque photographs. These messages will be taken by many people as rude and vulgar.
10. Be very careful with e-mail chains. Today inboxes are filled by messages that ask for or offer something, and they are almost always rejected by those who receive them.
Rutto Alejandro Martinez is a renowned writer and lecturer Italian-Colombian author of several books on motivation and leadership. Contact him through mail at
alejandrorutto@gmail.com or visit
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