Whether you are using your own email list or a list generated by MDE through the website please...
> Put ROTARY at the beginning of the subject line. Not everyone uses a specific address for Rotary emails so putting ROTARY at the start of the subject line will serve to highlight your emails to recipients.
> Use "Reply" not "Reply to all" unless it's appropriate. If the sender of the email has asked for a reply do so in good time. But send it to him/her only, unless the email is the start, or part of, an email discussion. Using "Reply to all" only serves to clog up your colleagues email inboxes with unnecessary emails.
> Use a signature at the end of your email. Putting a signature at the end of your email tells your recipient who has sent the email and in what capacity it has been sent. Your signature should have your name, your Club/District Office and your contact details, with an indication of your preferred contact method if appropriate.
> Be cautious with your use of cc. Overuse simply clutters inboxes. Copy only people who are directly involved.
> Use bcc when sending an email to a large number of people. This means recipients won't have to see a huge list of email addresses. Using bcc in these instances is not trying to hide anything but is saving your recipients from using up paper and ink, should they decide to print the email. However, if you use bcc then include at the top of your email to whom it has been sent.
> Be wary of the use of colour and cartoons. Lots of colour uses up lots of ink (if printed) and flashing, winking and colourful animations can be very annoying, especially if your recipient's email software either doesn't display them correctly or worse, refuses to display your email. Also, be aware that the colour green can be difficult for some people to see, so try not to use it.
> Keep attachments as small as possible. Sending big file attachments can cause your recipients problems; some email systems have a limit on the size of attachments that can be accepted. If you have to send something that is large then check that it's OK for your recipient first. Or if it's to go to several people then have it uploaded to the web site and provide a link.
> Create attachments in a readable format. Not everyone has the latest software so save your Word documents in 93-2003 format (not docx format) or create a pdf.
> Read it on the screen. Don't feel you have to print every email, only do so if absolutely necessary.
> Remember that e-mail isn't private. Never put in an e-mail message anything that you wouldn't put on a postcard. Remember that e-mail can be forwarded, so unintended audiences may see what you've written. You might also inadvertently send something to the wrong party, so always keep the content professional to avoid embarrassment.
> Don't send chain letters, virus warnings, or junk mail. Always check a reputable antivirus Website before sending out an alarm. If a constant stream of jokes from a friend annoys you, be honest and ask to be removed from the list.
> Remember your tone can't be heard in e-mail. E-mail communication can't convey the nuances of verbal communication. In an attempt to infer tone of voice, some people use emoticons, but use them sparingly so that you don't appear unprofessional.