Email can be a powerful communication and marketing tool, allowing you to reach thousands of people at low cost with a few mouse clicks. If you or your organization regularly uses e-mail, however, it is important to develop a checklist email for people to see each time they send an e-mail. This will allow you to maximize internal and external communications, the decrease in the number of email messages for clarity and reduce the risk that the emails you send will be considered spam.
Identify the intended use of the list. The internal and external communications can be very different in tone, format and frequency. If you regularly use email to communicate both inside and outside your organization, you must create two separate lists.
Describe the required elements of the e-mail. For example, if the email subject must always contain certain words or all outgoing e-mails must contain a specific signature, you must specify that in the checklist.
Define the targets of e-mail. For e-mail communication to be effective, it should never reach unintended recipients. You should always check again that you send the message to the people correct before sending.
Specify the appropriate language and tone of the e-mail. For example, professional communication should never contain emoticons or Internet slang.
Describe the correct formatting for e-mail. For example, long stretches of text in capitals or type extremely low can be difficult and irritating to read.
Details of the policy for all attachments. If possible, identify other ways to send large files to the recipients.
Distribute a copy of the checklist for those involved.
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