Avoiding Common Email Rendering Issues
Email has become the most widely used communication tool on the internet. It is normal to make a mistake when writing or sending a message and more, if we do it from the smartphone.As it is commonly used, email is an unconfirmed message delivery protocol. This means that there is no guarantee that any email you send will be delivered to its recipients. Delivery is based on the assumption and acceptance by the relay server to complete the function. Additionally, once the relay server has accepted the email for delivery, there are a number of things that can prevent the email from reaching the recipient.
Occasionally, a server will provide what is known as a "bounced" email, informing the sending server that the email cannot be delivered and why. Many servers are not provided with this feature as part of an effort to provide potential spammers with as little information as possible about their internal processes.
With a proliferation of spam emails, a growing number of ISPs have been forced to implement tighter restrictions on delivery, as well as to focus more on filtering spam traffic. This makes it increasingly difficult for them to do their jobs effectively without occasionally suspending a legitimate email along the way. Fortunately, these systems can be self-correcting and there are steps that can be taken to help them with this difficult job. Both individual providers and the Federal Trade Commission have made efforts to reduce the overall effect of spam.
Top 10 Issues That Affect Email Security:
1. Ship to wrong recipient
Sometimes the mistake of sending an email to the wrong person is made. This usually occurs due to various factors such as eagerness or the multiple tasks that are performed on a daily basis. One suggestion to avoid this bad practice is to write the recipient after you have the message ready, not before.
2. Forget the attachment
The message is perfect, the wording is well cared for, the spelling, the recipient and everything seems fine. We send the content with confidence. But surprise! Now we must write something like: "sorry, I forgot to attach the file." In this case, it is recommended to attach the files before writing the message.
3. Send without subject
Many of the emails are not read because the subject line says nothing. An email without a subject is like a book without a cover. Likewise, it is important to avoid words like "urgent!" or "read now!" Don’t forget that the subject is the title, so with a suitable title, the recipient will definitely read the message.
4. Spelling mistakes
It often happens that, when you click on the "send" button without first rereading, mistakes are made. You have to be careful with the way it is written. A period, a comma, or a spelling mistake can lead to misinterpretation and even misunderstandings. The way you write can make a good or bad impression on the sender. Take care of your spelling and grammar, as these help improve the quality of communication.
Recommendation: use the dictionary or ask your colleagues about their spelling doubts, this process can be a great learning for everyone.
5. Do not save to drafts
Imagine that you write an email, but you do not finish it, as if that were not enough, you have been organizing your ideas for a couple of hours. If the work done is deleted, it is not the fault of the server, or the mail. To avoid losing the work that has been done, save your emails in the "drafts" folder, if you have not sent them.
6. Irrelevant emails
Avoid sending unimportant content or that does not add anything to the recipient. Remember that sending or reading an email involves spending a certain amount of time, which can turn into wasted time. Also refrain from unnecessary responses, such as: "ok", "thank you", "read", "received", unless necessary. There are messages that can be transmitted in person or through another medium, so as not to saturate the mail of the person reading the message.
7. Talk about several topics in a single song
It is better to write each email with a different subject. This practice helps to better organize communication to both sender and recipient. In turn, this helps save time and improve the effectiveness of finding content in the event that future email search is required.
8. Unsigned emails
Although it may seem simple or easy to do, many of the people and employees of different companies forget or omit the signature at the end of their writing. This error can leave a tasteless when closing a business or getting a new supplier, who looks for more details of the contact at the bottom of the email.
9. Not responding to all stakeholders
Sometimes it is necessary to copy the message to multiple recipients. But you can make the mistake of replying only to the person who sent the message, leaving out the other participants who must be aware of the topic. Likewise, it is good practice to greet everyone at the beginning of the email, so that no one feels left out.
Remember to copy only the people who are related to the issue. Otherwise, it can generate annoyances and many unnecessary responses back.
10. Not knowing how to use the CC and CCO
Remember that the abbreviation CC means "With Copy" and BCC is "With Hidden Copy". The email addresses put in the CC field will be seen by the recipients. On the contrary, those that are placed in BCC, no receiver will be able to see them, that is, nobody will know that the mail is being sent to other people as well. The main mistake is adding in CC what should be in BCC.
Now that you know these 10 mistakes, avoid them as much as possible, this will allow your communication to be better, both on a personal and business level.