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Subject
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Every e-mail message has a "subject" that should contain your distributor
company name and the puchase order number associated with your artwork file
attachment.
"artwork for Specialty Promotions - PO #3825"
"artwork for Creative Advertising - spec sample - PO #9876"
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Signatures
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Do not be anonymous! Suppliers need to know who is sending the artwork, and the
e-mail reply address is often misleading or insufficient. Be sure to sign your
e-mail message with all of these details:
The full name of the sender or contact regarding the artwork
Your company name
The physical address of your company and/or the sender
Your e-mail address (for any reply messages)
Telephone and fax numbers
Your industry ID number, e.g., UPIC, PPAI, ASI, etc.
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Message Body
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Take the time to make your e-mail messages as detailed as possible to avoid
confusion and delays. It helps to state the number of attached files, as in
these examples:
"Enclosed are two artwork files, one for each side of the mug."
"Enclosed is one ZIP archive containing three font files, one PhotoShop image,
two CorelDraw illustrations and my Quark document."
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Compression
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Before sending any artwork file, you should use compression software
to protect against damage-in-transit. Compression can make large files smaller
to decrease the online transfer time, but the most important benefit is the way
it encloses the delicate artwork files inside a file type that was designed for
proper transmittal.
The two most popular compression formats are ".zip" and ".sit". (Do not confuse
"zip" with the popular Iomega brand disks of the same name.) Each compression
format is also capable of creating "self-expanding" archives with the file
extension ".exe" (for Windows) and ".sea" (for Macintosh).
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