Dear Toplin and Associates: Send Yourselves a test email first
Update: Jennifer emailed a brief apology to the reporter - Which was well said. And as it turns out, the PR from the email mistake is actually help her - she’s apparently landed an interview or two for her client.
Regardless - And this isn’t just to Jennifer, but to everyone: CHECK YOURSELF before you hit send! It takes what, five seconds? It’s worth it.
_________
Reprinted as received - read from bottom up - First email at the bottom is from Jennifer at Toplin and Associates, who sent an email out to about 30 journalists without sending a test email to herself first. Naturally, she did something wrong, and not only included everyone’s email, (which I’ve deleted) but also manged to address each reporter as RecipientFirstName
Fortunately, another reporter had a sense of humor, and sent his reply, cc’d to the original list of journalists.
What did we learn?
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From: Reporter with a good sense of humor
Sent: Monday, August 06, 2007 3:06 PM
To: ‘Jennifer Bilotta’
CC: About 40 or so reporters
Subject: RE: Comment Period for SEC Proxy Proposals Should be Entertaining
Thank you for this pitch, [random public relations person]. Congratulations on [25] years of form letters [personalized communication] at [firm].
J
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From: Jennifer Bilotta
Sent: Monday, August 06, 2007 2:45 PM
To: jenb@TOPLIN.com
CC: About 40 or so reporters
Subject: Comment Period for SEC Proxy Proposals Should be Entertaining
Hi [RecipientFirstName] - as you follow the SEC’s discussion over whether shareholders should have more rights over board elections, consider talking to Richard Cohen, who represents hedge funds and other institutional investors in shareholder and board actions.
“This is going to be a period of dark comedy of epic proportions,” said Cohen. “The comment period will be a big revenue generator for law firms paid to write scholarly letters warning of the dangers of allowing the stockholders to vote in anything other than one-party elections.”
Cohen, who will be submitting his own commentary, recently won a proxy battle in Salomon vs Karpus. To speak to him, contact me at 215-793-4666 or 215-206-6268 (cell).
Thanks! Jen
Jennifer Bilotta
Account Manager
Toplin & Associates, Inc.
Celebrating 25 Years of Service
1301 Virginia Drive, Suite 310
Ft. Washington, PA 19034
215-793-4666; 215-793-4244 (fax); 215-206-6268 (cell)
www.toplin.com <http://www.toplin.com>
NOTE:
This message and any attached documents contain information that may be confidential or privileged. If you are not the intended recipient of this e-mail, please notify the sender at Toplin & Associates, Inc., a marketing, public relations and advertising agency in Ft. Washington, PA, immediately by reply email or telephone 215-793-4666. Then kindly delete this e-mail. We expect that you will not read, copy, distribute or use this information.
SPECIAL NOTE TO THE MEDIA:
Generally, neither Toplin & Associates, Inc. nor its employees/representatives are designated as our clients’ "official spokesperson(s);" rather we act as their liaison to the media. The information contained in this is not intended for direct publication or attribution, unless published in a formal press release or otherwise and specifically noted in this communication. Also, the communications included in/with this are not representative of the personal or business perspectives of Toplin & Associates, Inc., its employees or representatives.
4 Responses to “Dear Toplin and Associates: Send Yourselves a test email first”
OWNED!
Ouch. It’s a stupid mistake, really, but that response from one of the reporters is priceless.
By the way, that “Special Note to the Media” is not something I’ve ever seen before. Hm, interesting.
Ok, [FlakMailMergerName], here’s my free hint of the day: In the bottom right corner of [EmailProgram], there’s a little button that should say “connected.” Click on the pull down and click on “work offline.” Then, you can do your mail merge. After it’s merged AND YOU’VE RANDOMLY CHECKED A FEW MESSAGES, press the send and receive button to let them fly.
While this sounds tedious, it can save you some embarrassment. Just remember to re-connect with your exchange or POP server once you’re done.
How did you let the boilerplate language at the end of the email slide?
SPECIAL NOTE TO THE MEDIA:
Generally, neither Toplin & Associates, Inc. nor its employees/representatives are designated as our clients’ “official spokesperson(s);” rather we act as their liaison to the media. The information contained in this is not intended for direct publication or attribution, unless published in a formal press release or otherwise and specifically noted in this communication. Also, the communications included in/with this are not representative of the personal or business perspectives of Toplin & Associates, Inc., its employees or representatives.