Attaching Documents to Prospecting Emails? Watch Your File Extensions

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Sending info to prospects? Watch your file extensions

Several years ago I had a client who wrote her weekly newsletter, then sent it to me to “clean up” before I uploaded it to her autoresponder. All was going well until she got a new computer… and that new computer automatically saved her Word documents as .docx.

Since I was still using my old computer with Windows XP, I couldn’t read them!

Embarrassed to tell her that I didn’t have updated equipment, I found and downloaded a program that converted .docx to .doc so I could read everything she sent.

Time has passed, and since frequent users like to update their equipment, most people today can read .docx files. BUT – we need to remember that not ALL people have upgraded. Many of those who aren’t into using the latest and greatest are still getting along fine with their aging computers.

This came home to me last week when a prospecting letters buyer wrote to say she couldn’t open the documents. In order to help her, I had to open my file and re-save each of the letters, then send them to her in.doc. When I was finished, I replaced the zip file at e-junkie so no one else would have the same problem. Now it’s on my to-do list to do the same with all the letter sets.

Customers will call or write – but prospects probably won’t.

When a client sent me files I couldn’t open, it was important – so I took steps to ensure that I could open them. And when a letter buyer received files she couldn’t open, she wrote me to get it fixed – she had paid for those letters.

But if you’re sending something to a prospect that is designed to promote your business – you can’t expect your recipient to make that much effort.

They won’t go find a program that lets them open it. They probably won’t write you and ask you to send it in a different format. They’ll likely just shrug, delete, and move on.

So think about that the next time you send information. Does your prospect have the right programs to open your document? Are you sure?

It’s better to be safe than sorry, and saving a Word document in the .doc format only takes a few extra seconds.

What about other types of files?

If you’re sending something written in Publisher or perhaps a chart created in Excel, take the time to print it in PDF form before sending it. Most people do have the ability to read PDF these days, simply because so much information is delivered in that form.

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