Email address change notification tips
email address transition tactics
Copyright
4ReliableComputers.Net
rev 2014-04-03
Overview:
Many users will not take action on email address change notices.
Making the notices as effective as possible maximizes lost correspondents.
New Address
selection: SPAM resistance and privacy are enhanced by
proper selection of your new address. See tips elsewhere on this site regarding
'SPAM Avoidance and Mitigation'.
Recipient lists:
Many users have SPAM filters set to reject mail with multiple addressees in the
TO and CC fields. For this reason, plus reasons of privacy, politeness, and
other factors, one should always use BCC (not TO or CC) for mail addresses to
many recipients. See tips elsewhere on this site regarding 'SPAM Avoidance and
Mitigation'.
Category
notifications? Address transition is a good time to consider
just who should know about your new address(es). It is an opportunity to
separate correspondents into categories, using a different address for each
group. In this way, SPAM from one type of correspondent (say, e-commerce
webforms) does not pollute the others. You can monitor only certain of your
addresses when on vacation. Examples:
NewAddrBiz@Domain.com
NewAddrPers@Domain.com
NewAddrWebform@Domain.com
SUBJECT line:
A carefully crafted SUBJECT line is essential to grab recipient attention; you
are competing with lots of SPAM for recipient inboxes. You get 64 characters to
attract them to pay attention to your message. Use them wisely. Make them
non-generic to distinguish from SPAM. (See footnote [1]) Here is an example:
SUBJECT: NewAddr@Domain.com replaces OldAddr@Domain.com YYYY-MM-DD
Body of message:
Repeat SUBJECT information in the body of the email message. Add a few friendly lines of text (not
hyperlinks) to convince SPAM filters to pass your message to the intended human
recipient.
Attached file
caveats (.vcf): Many users will not open email with
files attached. Many users will not open attached files. Attaching files
containing even harmless contact information (such as .vcf files) will scare
some recipients.
Send from new address: Many people have email apps set to import
addresses into address books from every message received. Many of these people
do not or will not make entries into an address book by any other means (such
as with their own fingers) So the notice
SUBJECT: NewAddr@Domain.com replaces OldAddr@Domain.com YYYY-MM-DD
needs to be also sent from the new address.
Send from old
address: Many people have SPAM filters set to accept
mail from only those with familiar addresses. So the notice
SUBJECT: NewAddr@Domain.com replaces OldAddr@Domain.com YYYY-MM-DD
should also be sent from the becoming-obsolete old address.
Repetition benefits: Many people keep no address book at all - in
particular those who use webmail clients (hotmail, gmail, yahoo mail, etc), as
distinct from workstation-based email applications (such as Outlook, Eudora,
etc). These users seem only to reply to a previous message (re: a SUBJECT line
you sent them, even if it unrelated to their current topic). For these users,
repetition can be helpful. Sending multiple copies of your message
SUBJECT: NewAddr@Domain.com replaces OldAddr@Domain.com YYYY-MM-DD
over many days may help get their attention. Many of this type of user will not
pick up the change unless notified via some other non-email method.
Overlapped or Blended Transitions: Many users just won't pick up the
change, no matter how one notifies them. Focusing attention on stragglers is
one method of getting their attention. Plan to accomplish a 'blended
transition', also known as 'overlapped transition'. These are distinct from a
'cutover'. 'Overlapped transition' is one where the old address continues to be
monitored for a period of weeks, months, or years. Mail in the old inbox is
occasionally inspected to catch stragglers. This type of transition is also
useful to collect correspondents that you forgot to notify of your address
change.
Advance notification
via footers: Notifying correspondents in advance via
footers or signature blocks appended to the bottom of email is largely
ineffective, because so many users don't look at them. (They may have concluded
that everything at the bottom of messages is extraneous, and/or
advertisements). An additional risk is that some correspondents you don't want
to learn about the new address may inadvertently receive a notification.
Notification via
auto reply: Using 'auto reply', or 'vacation reply' is
rarely a good idea for any purpose. 'Auto reply' validates SPAM targets, so the
abusing senders simply focus their efforts on your address. 'Auto reply'
broadcasts useless posts to listserves you may be subscribed to, irritating
subscribers.
Recipient unknown:
Correspondents may or may not receive a 'recipient unknown' reply when they
send to an abandoned address. This is an unreliable method of deciding whether
or not a message had been delivered.
We are ready to
assist you in planning and implementing email
communications. For all your computer needs, contact us: 4ReliableComputers.Net
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[1] YYYY-MM-DD is
the date expressed in universal format, where Y=Year, M=Month as number, DD=day
of month, and leading zeroes are included. Examples: 2014-01-28, 2014-12-01)
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