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If you add a disclaimer at the bottom of every external mail, saying that the recipient must check each email for viruses and that it cannot be held liable for any transmitted viruses, this will surely be of help to you in court (read more about email disclaimers). The customer decides to sue your company for damages. Consider the following scenario: an employee accidentally forwards a virus to a customer by email. It is important to add disclaimers to your internal and external mails, since this can help protect your company from liability.
#Outlook read receipt passive agggressive download#
Leaving the thread might take a fraction longer in download time, but it will save the recipient much more time and frustration in looking for the related emails in their inbox! This means that a 'threadless email' will not provide enough information and you will have to spend a frustratingly long time to find out the context of the email in order to deal with it. If you receive many emails you obviously cannot remember each individual email. Some people say that you must remove the previous message since this has already been sent and is therefore unnecessary. When you reply to an email, you must include the original mail in your reply, in other words click 'Reply', instead of 'New Mail'. Therefore, try not to send any email text in capitals. This can be highly annoying and might trigger an unwanted response in the form of a flame mail. IF YOU WRITE IN CAPITALS IT SEEMS AS IF YOU ARE SHOUTING. Moreover, even if a mail has high priority, your message will come across as slightly aggressive if you flag it as 'high priority'. If you overuse the high priority option, it will lose its function when you really need it. We all know the story of the boy who cried wolf. Do not overuse the high priority option.When making points, number them or mark each point as separate to keep the overview. Use short paragraphs and blank lines between each paragraph. Since reading from a screen is more difficult than reading from paper, the structure and lay out is very important for e-mail messages.
#Outlook read receipt passive agggressive full#
Moreover, you need to have a good virus scanner in place since your customers will not be very happy if you send them documents full of viruses! Wherever possible try to compress attachments and only send attachments when they are productive. This will put the customer's mind at rest and usually customers will then be very patient!īy sending large attachments you can annoy customers and even bring down their e-mail system. If the email is complicated, just send an email back saying that you have received it and that you will get back to them. Therefore, each e-mail should be replied to within at least 24 hours, and preferably within the same working day. If they did not want a quick response they would send a letter or a fax. Even better is a tool such as ReplyMate for Outlook (allows you to use 10 templates for free).Ĭustomers send an e-mail because they wish to receive a quick response. You can save your templates in a Word document, or use pre-formatted emails. Save these texts as response templates and paste these into your message when you need them.
#Outlook read receipt passive agggressive how to#
Some questions you get over and over again, such as directions to your office or how to subscribe to your newsletter. Use templates for frequently used responses.However, templates can be used effectively in this way, see next tip. For this reason auto replies are usually not very effective. Not only should the e-mail be personally addressed, it should also include personal i.e. And, if your program has a spell checking option, why not use it? E-mails with no full stops or commas are difficult to read and can sometimes even change the meaning of the text. This is not only important because improper spelling, grammar and punctuation give a bad impression of your company, it is also important for conveying the message properly. Use proper spelling, grammar & punctuation.Customers will definitely appreciate this. Instead of just listing the credit card types, you can guess that their next question will be about how they can order, so you also include some order information and a URL to your order page. Imagine for instance that a customer sends you an email asking which credit cards you accept. Moreover, if you are able to pre-empt relevant questions, your customer will be grateful and impressed with your efficient and thoughtful customer service. Answer all questions, and pre-empt further questions.Īn email reply must answer all questions, and pre-empt further questions – If you do not answer all the questions in the original email, you will receive further e-mails regarding the unanswered questions, which will not only waste your time and your customer’s time but also cause considerable frustration.Remember that reading an e-mail is harder than reading printed communications and a long e-mail can be very discouraging to read. Do not make an e-mail longer than it needs to be.