KnowHow: How to send an effective email with attachments

These few days, I felt very annoying when received some emails from
our HR dept head, with only attachments, but no single "valued" words.

C'mmon, a dept head, somemore from HR, take care of human resource,
so-called experienced, and given high pay to transfer her into our
company, do not know how to deliver a message to employee effectively,
what do you expect from his/her downline?

the 1st incident, she sent out an email on "flex-hours" implementation,

What was in her email is:

********************************************************************
Subject: FW: Flexi-Hours Scheme

Dear all,
Attached, please find the new policy on the above mentioned.
#Attachments#

Regards,
so-called HR HoD.
*********************************************************************

the 2nd incident,

*********************************************************************
Subject: FW: (GHS) Insurance Registration for 2008/2009

To: All employees,
Please refer to the attached memorandum for above subject:
#Attachments#

All Employees hv to login into eInsurance sys for insurance registration:
eInsurance website: xxxxxx
The closing date of insurance registration is xxxxx
Note to Secretaries / Stenos / Team Assistants / Supervisors, please
disseminate this information to staff who do not have e-mail access.

Thank you.

Regards,
so-called HR HoD.
********************************************************************

If you do not click the attachments, you will miss it.
Like me, I missed out the submission date of extra insurrance
overage package. damn it! I need it ler...if you said, it is my fault
by neglecting the email from her.. No!! We are small potatoes,
a lot of thinks to do..
where got so much of times clicked some attachments to read.
so free ah..

My point of view, it is a responsibility of a presenter to deliver a correct
message to the audient. Whether success deliver it or not, is presenter's job.

So, I damn TL, still... I hope this HoD can learn something. Hey, I am small
potato, I know this thing, how to write an effective email, HoD ler...

I googling and found below article "How to send an effective email with
attachments". And I dedicated it to this HOD here at my blog.

**********************************************************************
Hints on sending attachments

Ask yourself:

• Is it really necessary to send this file?
• Is this the most appropriate format to send it in.
• Is email the most appropriate method to send it.
• Is the file too big, to send?

Your recipient may not be too happy, if your email uses up all their disk space
or crashes their server.Some service providers charges customers for the amount
of disk space they use; so your email could cost the recipient REAL MONEY.Most free
web email accounts only provide a limited amount of storage. Remember binary files
often double in size after they have been encoded as an email attachment.

Don't assume that the recipients email system can handle attachments and that
their computer understands the same file formats as your computer.
For example,

Microsoft word files is not much use to someone who does not use word.
People reading their mail via a web browser in a cybercafe may not
have access to Word.

If possible warn the recipient before you send the attachment.

Always include a text message with the attachment (not as part of the attachment)
Explain what is in the attachment and why the attachment is being sent.
Some people automatically delete unexpected attachments without opening them
The message should provide more detail than
"Here is the file you wanted" or "Please look at this file"


**********************************************************************

Hopeful, our HR department head got time to read my blog, and gain
some knowledge here. "This is all for your own good"


P/S: Luckily We hired he/she as HR department head, else if he/she
go to politics position, you will definitely see below message in newspaper.

(3-Nov, Senai) In order to ease the residents on the EPF submission,
and give the new EPF reduction process fluently, our welface Minister..
xxx replied reporters with below words:" Please refer to the attached
memorandum for above subject at your emails"