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What are the Email Recommended Practise Rules?

The Email Recommended practise rules seem to vary a bit. The official nerd position is thou must "bottom post" when replying to an email. Bottom posting is adding your comments to the bottom of the email. The usual practise in the business world and most personal emails is to "top post" or add your reply to the top of the email. The only normal exception to this rule may be when you are communicating with a help or service desk and dealing with a number of people in succession.

It is also considered good form to remove all the previous email except the last email sent (the one you are replying to) and if it is a big one most of it as well except fro a few particular portions or the beginning of the email.

Frequently one sends an email to several people at one time; the additional address can be included in the to address line or the cc address line, if you are communicating with a small circle of friends and the all already probably have each others email address this works. If it is a larger group or includes people that do not know one another it is best to use the "bcc" line. To the best of my knowledge all email programs have the bcc line or blind carbon copy. Some email programs may require extra configuration usually through the tools menu under configuration, options or settings. The use of the blind carbon copy sends the email to each recipient on a manner that appears as though it was addressed to only them. It does not display the other recipients that received the email. The even bigger advantage is if one of the recipients chooses to forward your email the forward does not contain the address of as much as your entire address book. Some spammers search these types of forwards to collect valid email addresses to spam. If you receive an email with the list of other recipients remove the email addresses of the other recipients before you forward it. On occasion someone forwards an email as an attachment rather than inline (forwarded email in the body of the email message). Unless there is some other over riding reason to forward an email as an attachment all forwards should be inline. The big advantage in forwarding inline is it gives you an opportunity to remove the list(s) of email addresses that may already be in the email, it also gives you the opportunity to remove redundant additional comments or clean the email up - the simpler cleaner the email is the more likely it is to be read,

Following these simple rules will spread up the sending and receiving of emails, could help reduce the propagation of spam and increase the likelihood the email will be read.

page last modified Sunday, 06-Apr-2008 17:20:27 PDT

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