effective email communications

All mail routed to this server is subject to various forms of filtering to assist in limiting the deluge of unsolicited mail from virus infected machines. It is our hope that Greylisting, which is one of the forms of mail delay we use, helps to slow down the deluge. 

What happens, is that each time a given mailbox receives an email from an unknown contact (ip), that mail is rejected with a "try again later"-message ( This happens at the SMTP layer and is transparent to any user). This, in the short run, means that all mail gets delayed at least until the senders mailserver tries again - this is where spam loses out! Most spam is not sent out using RFC compliant MTAs; the spamming software will not try again.

Email etiquette is important for effective email replies.

The importantance of email communications and the effective and efficient response, is paramount to deal professionally with email. Poorly worded email is often responded to in an inefficient or unprofessional manner.

Below is our list of what we consider to be the 20 most important email etiquette rules that apply to nearly all.

Be to the point and answer all questions, and pre-empt further questions 

Make use of spellchecker. Check grammar & punctuation

Answer swiftly and cover the topic

Do not write in CAPITALS

Don't leave out the message thread, keep thread, start a new for new subject

Read the email before you send it

Do not forward chain letters and / or forward emails containing offensive remarks.

Do not request delivery and read receipts.

Don't reply to spam

Add a disclaimer to your emails

Do not ask to recall a message.

Use a meaningful subject

Avoid using URGENT and IMPORTANT

Avoid long sentences

Use the bcc: field when there are multiple recipients

Do not attach unnecessary files

Do not overuse Reply to All

Keep your language gender neutral

Use cc: field sparingly

Use proper structure & layout.

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