Common issues that could harm your email communications and how to address them

Email is a popular method of communication between people who live far away. But it often creates major problems if the underlying tone or syntax of the mail is misunderstood on either end. During email, a roadblock occurs if the parties involved are in a different frame of mind. Therefore, even the slightest difference can create a communication gap between sender and receiver, and things could spiral out of control and lead to a full-blown argument. It is also important to note that the reader may misunderstand a message due to incomplete sentences and misreading the writers’ tone. The emotions represented in an email can be interpreted differently when read by different people and in different tones.

Below, I’ll discuss some of the most common issues that prevent associates in your organization from receiving your messages, and how you can take corrective action.

1. Emails are never opened

This is the main problem that leads to the communication gap. You may be constantly sending information to your donors, but the email may not always be read. And if this problem occurs frequently, your organization needs to change the mode of communication. If you want your mission to reach people successfully, discover the most preferable way to contact your donors.

two. Getting caught in spam filters

It is entirely possible for newsletters and emails to get into the spam filter. These filters are designed to reduce the amount of junk a person receives in their email inbox. And to know how to avoid landing in the spam filter, you need to understand how these filters identify what is spam and what is not.

· The goodwill of a particular IP address

· Sender domain reputation

· Relationship of recipient to sender

· The quality of the message, type of words and tone used

· Security of the links included in the email

· The proportion and quality of the attached images

To get your email straight to the inbox, you need to create high-quality content without a lot of links and images, which needs to be professionally formatted and proofread. Avoid using too many exclamation points and long sentences.

3. bounced emails

There are several reasons why your emails can be recovered, such as non-existent email addresses, old disabled email addresses, unavailable servers, and full mailboxes.

In such cases, the intended recipient doesn’t even know that you tried to contact them. Undeliverable emails mean you need to try again later when the server is backed up or the recipient’s inbox is empty. An autoresponder will provide you with instructions on when you can contact the target person again at a later time.

Four. Email blocked by ISP

To protect PCs from viruses and malware, people often have antivirus tools installed.

Similarly, the Internet Service Provider blocks emails from certain addresses if they appear to be spam or are sent to too many invalid addresses. Therefore, this results in a disadvantage for your organization. There are certain tools available that allow you to track the delivery status of an email, letting you know if your email was opened or not, and giving you the ability to track emails and control the overall procedure of the email, which includes send, read and replies

5. You are sending too many messages too often

No one likes to be distracted from their daily routine or feel like they’re getting spam. So if you send them daily emails, they will either unsubscribe or drag your emails straight to the trash.

It’s obvious that you’d like to engage your donors and subscribers enough to remind them of you and your work, but that doesn’t mean you bombard them with so many emails that it makes them angry. There is no hard and fast rule about how often you should send an email, but sticking to once a week is recommended.

6. matter is important

The subject line of your email plays an important role. It makes the first impression of your email and therefore it must be good.

Make sure your subject line is relevant to the email and is clear and to the point. Avoid using unnecessarily difficult words.

When it comes to sending emails, keep the following tips in mind:

· Be clear and brief – Write short and simple emails without grammatical errors. Be crystal clear. Emails should not be too long or contain confusing paragraphs.

· The subject line shouldn’t be too clever– Clever and catchy topics are tempting, but to grab attention, keep subject lines short.

· Don’t be too promotional. Always be careful what you write and how. Lines like “We need your help, it’s urgent!” It could be too promotional.

· correct – Before you send your email, review it once, it can add insight on how well it will be received by the recipient.

· Expect – Once you have finished writing and reviewing your email, wait a moment before sending and think about any information that needs to be added or removed from the email.

7. Make sure you don’t limit your goal

Would you interact and behave with your parents as you do with your friends? Probably not. Human beings are social animals, and it is human psychology to change their manners accordingly while communicating with different people.

Therefore, it is important to note that the same emails with the same content are not sent to everyone. Different groups have different goals, ideas, values, and cultures. Leaving them blank with the same identical emails would not work. Consequently, spill groups, even if the purpose of the email is the same, change the tone and content of the email.