How to Check Your E-mail Spamminess

Being I’ve posted about how your e-mail can be blocked if you do spammy things. Outside of following my recommendations, a bunch of folks have e-mailed me privately that they still are experiencing their e-mails being blocked. That means they are still sending spammy e-mails.

Over the past year, I’ve experienced even my plain text, no graphics or attachment e-mails getting blocked by the other side because I inadvertently did something spammy.

In my case, it was usually the original e-mail I was responding to that was spammy to start with (way formatted, had an embedded graphic, etc.) that took my reply right with it — blocked!

The fact remains that e-mail is not a brochure nor was it ever meant to be a fancily fonted graphically enhanced message. Although the temptation is there because the tools to do so are available in your e-mail program, if you are serious about your e-mail getting through, you need to be a “plain Jane” so to speak.

Why would formatting, embedding and such tools exist if they are now causing so many legitimate e-mails from getting through the network? Well, the answer is simple. Back in the day who would have thought that commercialism would so corrupt this communication tool is such a way as to necessitate the need to start blocking spammers. Heck, the word spam used to mean luncheon meat!

When it comes to business, it is best you type your e-mail properly from head to toe while being concise and clear about your message without having to rely on any formatting, caps or embedded graphics. And if you really want to get your e-mails through, plain text is the way to go. Forget about all those buttons in your e-mail program!

I’ve typed about this topic before here on my Blog, but many ignore my advice because they still want their photo, their logo, all their social media buttons or that fancy colored font to be seen in their business e-mails. Fine… then know you risk your e-mail getting blocked. You simply can’t have it both ways.

If you do get an e-mail returned due to “policy reasons” you know the system on the other side picked up on something spammy within your e-mail. You can check to see what that may be by using this free tool online that checks the content of your e-mail called ContentChecker.

And for those who didn’t catch my article on the topic yet, give it a read now and ensure your e-mails get through to their intended parties: Are You Spammy?.

Business E-mail Replies: Take Time to Cool Off

Misunderstandings abound in e-mail. Many times simply due to one side not taking the time to ensure that their message and intent is clear, while the other side reads into the e-mail things that may not be there.

In my experience, when it comes to business, there will be those who assume they can whip off an e-mail in the midst of their frustration or aggravation thereby coming off as way more terse or demanding than the situation calls for. This does in fact have a negative impact relationship building potential.

That is why it is always so important (for both sides) if you get an e-mail that has a tone that gets your feathers ruffled to follow these two simple steps:

1. First, take the words at face value and don’t assume anything. If you are not sure of intent or the tone relayed, pick up the phone and or e-mail for clarification before you spend the energy being upset and snapping back with an emotional response.
2. Second, take a deep breath. If you are unsure as to whether the other side is purposefully trying to be upsetting or rude, wait until the next day to reply. And when you do, read your response out loud to double-check that the tone of your response apropos.

In business, we do not have the luxury of ignoring rude e-mailers as we do in our personal lives. However, that doesn’t mean that you have cater to rude e-mailers either. Just leave those who can only communicate by being nasty wallowing while they wait for a response from you that may be in a cool but professional tone. Always, always take the high ground.

A great majority of misunderstandings are because one side (contacts, associates, coworkers) didn’t realize how the words they chose and how they chose to use them (formatting, bolding, red text, caps, etc.) may be taken. Even customers assuming they can type as they please simply because they are the customer.

Regardless of which side of the screen you are on, professionalism and courtesy combined with clarity will rule the day!

Capitalization Is So Very Important in Business E-mails

How you are perceived is important to if your message, request or point of view will be taken seriously. A primary example is making just a little effort by hitting that darned shift key to capitalize the start of your sentences. Doing so can make all the difference in the world as to whether you will be perceived as someone who is a true professional.

I can hear some of you saying — “this is so elementary — why is she typing about something so obvious.” The reason being I get e-mails through this site and as well as all my others on a daily basis where onliners do not capitalize sentences.

We all learned basic sentence structure in grade school. Use it. There is not a single resource that I am aware of that negates the need to communicate in an educated and thoughtful manner in e-mail. When you do not capitalize your name or the beginning of sentences you are relaying several possible things about yourself:

1. I don’t care if I am perceived as uneducated or …
2. I am uneducated or…
3. I am so lazy I can’t hit the shift key when required.

None of the above is complimentary. Use your shift key. It is an effort well worth the positive impression doing so will leave with those who are considering doing business with you!

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