"Undeliverable" messages

Occasionally you will receive messages from your Internet provider which indicate that emails have been "bounced" or returned as undeliverable. There are a number of reasons why this might happen; use the following checklist to trouble-shoot:

1. Check how you entered the address. Misspellings and typos are the most common cause of bounced emails.

2. If you're sure you entered the address information correctly according to your records, follow up with a phone call to your recipient. Email addresses change frequently, especially business addresses (because people change jobs, etc.) It's a good idea to occasionally check the return addresses on received emails against your records to stay up-to-date.

3. Check to make sure your Internet provider's system is working properly. Almost all email systems "crash" or undergo routine maintenance every once in a while.

4. Ask the recipient if they've been experiencing any problems with their provider or company system. Often you'll hear, "Oh, we've been having email trouble all day … can you resend your message later?" Most people will appreciate your following up in this way, especially since your call could be a "first alert" that email messages are going astray.

5. Use an alternate communication system, such as a FAX, to get your information through.

Be aware that even if you don't receive an "undeliverable" message, your email might never have been received. If your email isn't answered, give recipients the benefit of the doubt. Call to follow up, and ask "By the way, did you get the email regarding ____ that I sent you on Tuesday?" If there was a system error, they'll be glad you checked. If the message did go through, your call will act as a friendly reminder to respond soon.