Category: Email, Microsoft Office.

Sending mass emails to contact groups (aka distribution lists) is commonplace in most businesses today as there are several benefits including saving time and therefore money; however, there are some cons to be mindful of before jumping straight in there.

We all know of someone who has had their email address used by a spammer.  One reason is when your email has been copied (cc) into a multi-addressee email – everyone who has been included can get access to your email address, including a potential spammer.

For confidentiality and security reasons, get familiar with the difference between copying email addresses in (Cc or Carbon Copy) and blind copying (Bcc or Blind Carbon Copy) them into an email.; and make sure your staff know the difference.   A great tip is to use the Bcc field when sending mass emails especially external emails when recipients don’t know each other.

The problem with Bcc is that there is a grey area between it being seen as informing someone privately and looking sneaky which can cause tensions in workplaces so always think twice before sending.  A good tip here is to try and avoid using Bcc when sending internal emails.



Category: Business, Email.

Far too many businesses believe that a carefully drafted disclaimer notice on every email will protect them from everything. Not true.

Email disclaimers are of little value other than to notify the recipient that the contents are confidential and to provide a means of reporting any misdirection.

The truth is that there is no substitute for a proper email policy for employees and for showing the required legal information, which is the same as required for any business letter. The legally required information on company letters (and therefore company emails) is the company’s full name, registered number and address, the country of the company’s registration and an indication that the address is the registered office.

A sole trader must show its real name on its business letters – not just its trading name – and an address.

It’s worth noting that in addition to appearing unprofessional, there are a number of legal consequences for failing to abide by the Companies Act 1985 and Business Names Act 1985 in providing the required information in company letters or emails, namely:

  • It is a criminal offence both by the company concerned and by the person who authorises the communication on behalf of the company
  • If it relates to the order of goods and the company name is not mentioned in the email, the individual who sent it can be personally liable for the order
  • Difficulties arise in bringing legal proceedings to enforce a contract made, where the appropriate information has not appeared in the email

So don’t just copy another company’s disclaimer, change the company name and think everything is OK; put email policies in place, educate your staff, and make sure the correct legal information is on your company email signature.



Category: Email.

Given our massive usage of email (according to latest research 63 billion genuine emails are sent daily!) you would imagine that we are all now experts are making the best use of it. Unfortunately I come across problems every day caused through the misuse of email. Some of these are technical but many are actually related to human nature and are very easily remedied.

Here’s my list of the top 7 issues and annoyances when using email:

1. Sending an email when you are annoyed or upset about a situation.

If something has particularly annoyed or upset you then the last thing you should do is send an email to the person you believe to be responsible. An email can never be unwritten and no matter how carefully you think you have worded it there is a high possibility it will be misinterpreted or that you will simply regret it.

If after sleeping on it you still feel that the subject needs to be raised then either call the person on the phone or even better, arrange a face to face meeting.

E-Mail will never be a tool to resolve issues!

2. Not including your contact details in your email.

Obviously the person you send your email to can reply via email, but there are many times when they may prefer to discuss the email with you and those other contact details are very useful.

Ideally you should set up your email Signature to include these details automatically.

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