Use a AirSafe Media email account
This is one of the easiest rule to follow. By using an AirSafe Media email account (ending in airsafemedia.com), it makes it much easier to go back and reconstruct a conversation. If for some reason this account is not working, it is likely that the problem is only temporary. Send a copy of any email to that address so that it can be recovered once the account is working again.
Use a consistent subject format
Because many email programs display only the subject line of an email, make sure that the subject includes the following key pieces of information:
- A web site URL (if the email deals with a particular web site)
- The date the email was sent (using the format DD MM YYY, for example 16 May 2010)
- One or two keywords that describe what the email is about
- The words "AirSafe Media" to indicate the source of the email
Include only key parts of previous emails
Often, there could be several emails going back and forth on a particular subject. For example, negotiating the placement of a particular ad, or dealing with a technical problem with a web site. When replying to an email, most programs attach the body of the previous email. After a few exchanges, you could have a two page email where only about four or five lines have all the information that you need. Take a little bit of time to cut out what you don't need. Leave in enough to say what needs to be said, and leave out the rest.