The E-mail I receive from journalists seeking assistance with
their research and from organizations listed with
is often puzzling. Many messages are unaddressed, unsigned and written
in haste. Some queries require detective work before I can send
a proper response. E-mail deserves as much attention as other means
of communication. Consider the following tips:
Check your E-mail daily. If your E-mail address is included in
your Sources listing it may be used by journalists
(especially night owls or those in other time zones). If someone
has posted a message in the middle of the night he or she is probably
hoping for a reply early the next day.
If you include your E-mail address on your business card, letterhead
or in your Sources listing and you dont have
the time to check your E-mail consider removing it or replacing
it with one main business E-mail address
Respond to inquiries from journalists and researchers immediately
and consider quoting parts of the original message. Quoting the
original message is like repeating the question in an interview.
It will help clarify your answer.
Include your full name, name of your organization, regular mailing
address, phone number and fax number, and E-mail address on all
E-mail messages. A journalist who receives an E-mail message and
is unable to figure out who sent it will may use a quote from another
organization which has included full contact information.
Submit your E-mail messages to the same scrutiny you do your business
letters. Remember that E-mail messages reflect your organization.
Finally, E-mail is on the record.
For more tips on electronic communications savvy, check out Hot Links
with security expert Bert Cowan.