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Poll: What are your quality procedures for outgoing e-mails?
Thread poster: ProZ.com Staff
ProZ.com Staff
Local time: 06:09
SITE STAFF
Feb 11, 2008

This forum topic is for the discussion of the poll question "What are your quality procedures for outgoing e-mails?".

This poll was originally submitted by Bjørnar Magnussen

View the poll here

A forum topic will appear each time a new poll is run. For more information, see: http://proz.com/topic/33629


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Textklick  Identity Verified
Local time: 14:09
German to English
+ ...
The first cut is the deepest Feb 11, 2008

I work in DE>EN and my mother tongue is EN. In the case of a first E-mail to a new contact, I write very politely and ask my German-born wife to scan it.

Thereafter, I always check the facts and figures and read it carefully, but don't spellcheck. Probably one typo or grammatical error in each one. I don't think that bothers people a lot. After all, a lot of their incoming stuff is seldom perfect.

Many like to write in EN anyway...

I also use Skype a lot.

"Hi Chris - RU you busy? 2,000 words for tomorrow evenong?"
"Hi: sorry, no. But how aboot for the day after?
"O.K. - I'll send you the files so you can conform"


Typos are usual!

But the deal is done.

I also believe that the good old telephone saves a lot of time to clarify some issues, apart from being a relationship builder. Getting to the bottom of - or explaining - a complex matter using 'E-mail tennis' is a waste of time for all.


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Hilde Granlund  Identity Verified
Norway
Local time: 15:09
English to Norwegian
+ ...
depends... Feb 11, 2008

I voted for carefully proofread by me.
But it depends. Not all outgoing emails are that serious?
Job-related emails are carefully proofread. Reminders to family memebers about this or that are not even spellchecked most of the time...


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irishpolyglot
Ireland
Local time: 14:09
French to English
+ ...
quality procedure for this poll.... Feb 11, 2008

I find it ironic that there is a "quality procedure" hiccup in this poll. I've never heard of "spelling control" myself (although a google search proves otherwise, perhaps it's used in some particular software that way? It still sounds like franglais to me). "Spell check" would be much better... Sounds like the poll should have been "Proofread by another person"

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Bjørnar Magnussen  Identity Verified
Local time: 15:09
English to Norwegian
+ ...
Answer to irishpolyglot Feb 11, 2008

irishpolyglot wrote:

I find it ironic that there is a "quality procedure" hiccup in this poll. I've never heard of "spelling control" myself (although a google search proves otherwise, perhaps it's used in some particular software that way? It still sounds like franglais to me). "Spell check" would be much better... Sounds like the poll should have been "Proofread by another person"


Yes, you are right of course, except that it is not franglais, but rather some sort of Norwenglish:) When posting the poll, I had in mind translators whose native language is not English, but still write a large amount of their business correspondence in English. As you remark, most of our English writings would benefit from proofreading by another (particularly a native English) person.

Regards,

Bjørnar (for whom English is a source language only)


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Bjørnar Magnussen  Identity Verified
Local time: 15:09
English to Norwegian
+ ...
Answer to Hilde Feb 11, 2008

Hilde Granlund wrote:

Not all outgoing emails are that serious?
Job-related emails are carefully proofread. Reminders to family memebers about this or that are not even spellchecked most of the time...


I was rather thinking about job-related e-mails. Sorry for not specifying it in the poll.


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Noni Gilbert
Spain
Local time: 15:09
Member (2007)
Spanish to English
+ ...
A tip Feb 11, 2008

One tip, which I can't credit because I can't remember, but it may well have come from a ProZian:

Attach your attachments before writing your text - you're less likely to send the message off without them (who me? never!) that way.


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Thomas Pfann  Identity Verified
United Kingdom
Local time: 14:09
Member (2006)
English to German
+ ...
Another tip Feb 11, 2008

aceavila - Noni wrote:
Attach your attachments before writing your text - you're less likely to send the message off without them (who me? never!) that way.


True - I noticed the same.

Also, when writing a longer e-mail only enter the receipient's address at the very end once the mail is checked and ready to go out - this avoids the embarrassment of accidentally sending out half-finished or unchecked mails.


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Hilary Davies Shelby
United States
Local time: 08:09
German to English
Delay Send and Receive Feb 11, 2008

Thomas Pfann wrote:

Also, when writing a longer e-mail only enter the recipient's address at the very end once the mail is checked and ready to go out - this avoids the embarrassment of accidentally sending out half-finished or unchecked mails.


I do this too!

I've also implemented a "delay" in my email process - I've set Outlook NOT to send mails in the outbox UNTIL i've pressed Send and Receive. This prevents me from firing off heated mails in moments of "client rage", and has probably saved my bacon once or twice!)


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Noni Gilbert
Spain
Local time: 15:09
Member (2007)
Spanish to English
+ ...
Thank you Thomas and Hilary! Feb 11, 2008

Will try and incorporate these into my "good practices"! Noni

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Christine Andersen  Identity Verified
Denmark
Local time: 15:09
Member (2003)
Danish to English
+ ...
I open all attachments... Feb 12, 2008

I often send both cleaned and uncleaned versions of the translation, or a RED file with track changes and a CLEAN file of proofed texts, at least in theory.

In practice I sometimes attach the source text by accident instead of one of them... or forget to attach any files at all when the deadline is especially tight!

I used to have the spell checker run through all Danish mails, but I can't get the new version of Windows (2003) set up to change languages or or ignore English, so now all mails are carefully read by me. It's a pity. The Danish spell check is far from perfect, but it does catch some stupid typos. However, I never write Danish professionally, and PMs are never tempted to ask me.

I wish I could get the system to change over at the touch of a key. I have macros in Word for changing the language in part or all of a text, but if I allow Word to edit mails it alters so many other settings as well that it drives me mad.

So do my typos, but I have to choose the lesser evil

Happy tarnsltaing


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amky
Saudi Arabia
Local time: 16:09
English to Arabic
+ ...
Thank you Feb 12, 2008

aceavila - Noni wrote:

Will try and incorporate these into my "good practices"! Noni




I'll put it in mind!

Thank you


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