“Experience is a hard teacher because she gives the test first,
the lesson afterward.”
—Vernon Law
Checklist for an Email—A Set of Standards for Your NIQ Process
Before sending out emails, get into the habit of reviewing the following areas:
1.
Recipients (sometimes
you may wish to do this last)
a.
Are there any people included in the Reply All
list that don’t need to be?
b.
Is there anyone missing from the Reply All list?
2.
Subject
field
a.
Is the description in the message relevant
to the subject at hand?
b.
Check for capitalization and punctuation.
c.
Check for spam triggers.
d.
Are there between three and nine words?
e.
Did you mention any connections, referrals or
other elements that you might have in common with the person you’re writing to?
3.
Attachments
a.
Insert attachments. Some senders do this before
entering the recipient. This method, as mentioned earlier, is recommended.
b.
Are your attachments properly named and
identified in the email?
c.
How many attachments are there?
d.
What size are they?
e.
Are attachments in a common format that
other senders will be able to open (e.g., .doc, .jpg)?
4.
Salutation
a.
If using a person’s title (e.g., Mr., Ms.,
Dr.), is it the appropriate one?
b.
Check the spelling of personal names!
c.
Did you use nicknames? If so, make sure they
are acceptable to the recipient. Do not assume this is the case.
5.
Preview
window
a.
Are some keywords visible? Keywords are
words important to an industry that you feel the recipient will be looking for.
b.
Does the document have a good, crisp appearance?
c.
Are there any attention-generating items?
6.
First
paragraph
a.
Is the purpose of the message stated right away?
b.
Does the stated purpose match the subject line?
c.
Have power words mainly been used? (See Appendix
B.)
d.
Have all idioms, clichés, and slang been
avoided?
7.
Body
of text
a.
Are the paragraphs overly long (eight or more
sentences)?
b.
Are the paragraphs too short (one to three sentences)?
c.
Do sentences transition well when you change
topics?
d.
Have enough power words been used?
8.
Review
a.
Does your email achieve the promise of the subject
line?
b.
Have you tested all links?
9.
Closing
a.
Is your closing paragraph too informal?
b.
Does your closing paragraph convey anything
negative?
c.
Are you lacking a closing paragraph?
d.
Have you thanked the appropriate person?
e.
Consider asking if your email has fully
accomplished its intent.
10.
Signature
a.
Did you include full contact information
for yourself?
b.
Is your signature free of messages, slogans,
and unnecessary graphics?
c.
Does the format of your signature match the
text format, font size, and other elements?
d.
Did your closing paragraph
accidentally become part of the signature block? Is there spacing between the
two?
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For a great satire on email, visit the following:
https://www.youtube.com/watch?v=HTgYHHKs0Zwscoop_post=bcaa0440-2548-11e5-c1bd-90b11c3d2b20&__scoop_topic=2455618
==============================================
Good Netiquette And A Green Internet To All!
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Another Special Announcement - Tune in to my radio interview, on Rider University's station, www.1077thebronc.com I discuss my recent book, above on "Your Career Is Calling", hosted by Wanda Ellett.
In addition to this blog, Netiquette IQ
has a website with great
assets which are being added to on a regular basis. I have authored the
premiere book on Netiquette, “Netiquette IQ - A Comprehensive Guide to
Improve,
Enhance and Add Power to Your Email". My new book, “You’re Hired! Super
Charge
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profile, reviews of the book and content excerpts at:www.amazon.com/author/paulbabicki
In addition to this blog, I maintain a radio show on BlogtalkRadio and an online newsletter via paper.li.I have established Netiquette discussion groups with Linkedin and Yahoo. I am also a member of the International Business Etiquette and Protocol Group and Minding Manners among others. I regularly consult for the Gerson Lehrman Group, a worldwide network of subject matter experts and I have been contributing to the blogs Everything Email and emailmonday . My work has appeared in numerous publications and I have presented to groups such as The Breakfast Club of NJ and PSG of Mercer County, NJ.
I am the president of Tabula Rosa Systems,
a “best of breed” reseller of products for communications, email,
network management software, security products and professional
services. Also, I am the president of Netiquette IQ. We are currently developing an email IQ rating system, Netiquette IQ, which promotes the fundamentals outlined in my book.
Over the past twenty-five years, I have enjoyed a dynamic and successful career and have attained an extensive background in IT and electronic communications by selling and marketing within the information technology marketplace.Anyone who would like to review the book and have it posted on my blog or website, please contact me paul@netiquetteiq.com.
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