How to Set Up an Email Checklist


An email can serve as a very effective marketing and communication tool if you know how to use it to its optimum potential. It enables you to reach thousands of people by merely clicking a mouse and involves very minimal costs.

Having a checklist on hand can make things easier for you if you vacillate between sending an email or not. It sets the guidelines you should follow in sending emails both internally and externally.

On the other hand, for individuals or organizations that use email regularly, a properly set-up email checklist remains important. It allows people to check and countercheck whether the email they will send has validity before actually sending it and will curtail the wasting of time and energy since you reduce the chances of the recipient considering the email spam. It also promotes professionalism in written communication.

Instructions

Step 1

Establish first the primary purpose of the intended checklist. External and internal communications have many differences in terms of frequency, format and tone, so consider those. Set up two separate checklists for internal and external communication if you regularly use email.

Step 2

Itemize the mandatory parts of the email. These mandatory items might include certain words or signatures. If outgoing emails need a specific signature, indicate it in the checklist. If you must send CC and BCC copies to specific recipients, indicate that as well.

Step 3

Identify the intended targets of the email correctly. In order for email communication to effectively serve its purpose, it should reach only those who should receive it. Make sure you double-check the recipient’s name and email address before sending the mail. Few things create as much embarrassment as sending a corporate email to the wrong person.

Step 4

Address the specifics of acceptable language employees should use in emails. Emphasize the appropriate tone and language. For instance, corporate and professional communication should not contain Internet slang and emoticons.

Step 5

Set the proper format for both internal and external emails. For instance, too-long stretches of text either in all capital letters or extremely small type can challenge and annoy the reader. Instruct everyone regarding acceptable length, spacing between paragraphs, and font size and style.

Step 6

Clearly identify the guidelines for email attachments. Preferably, provide alternative ways of sending large files to intended recipients. Give suggestions and instructions if possible.

Step 7

Make sure all relevant people have a copy of the checklist. It stands as imperative that all people concerned are well-informed about this so they won’t charge to ignorance any mistakes they make. Make it clear to all relevant people that the checklist exists for everyone to follow at all times both for internal and external communication.

Filed Under: Computers & Technology

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About the Author: Justin Belden is a freelance web & graphic designer with over 15 years' experience. He is also an Avid member of the Design/Development community and a Serial Blogger who loves to help people by sharing interesting and informative tips and trick related to computer and technology.

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