After reading Heather’s “The Dreaded ‘Reply All’” post, I dug up an email I wrote more than a year ago when people at my university were senselessly using the “Reply All” function. One day after receiving a flood of “me too!”, “I’m interested!”, “sign me up!” emails from co-op students, I got so fed up that I wrote up the following email:
***SMART ASS EMAIL STARTS HERE***
IAN SELVARAJAH writes:
Yes a few of you must be tired of getting all these reponses to be a ‘Star’ but this email is ACTUALLY for everyone… 
I told myself if I kept receiving replies that don’t concern me I’d have to give everyone a ‘friendly reminder’ about how email works!!! 
Yes, I left all the CCs on here intentionally because I wanted everyone to get this. Of course this is mainly directed to those who opt to respond to everyone! Here it goes:
If there’s a “CC:” that means EVERYONE else [in the CC list] is receiving a ‘Carbon Copy’ of this email. If you notice, there’s a small icon of a garbage can that you can click to remove people from the recipient list (notice I removed the co-op directors because most of them only reply the SENDER). I’m sure most people don’t intend to include everyone else on the email, but it’s pretty easy to click the garbage icon.
I’ve taken some time out of my busy work term here at XXX and compiled a list of emails I’ve received that I’m sure people didn’t mean to send to EVERYONE, but they just weren’t paying attention. Don’t worry…I’ve taken out the names/personal info. so I don’t embarass anyone These are examples of things you might not want to send to everyone! I’ll start from the earliest one I have. I haven’t cleaned out my mail in here for over 2yrs!! Some of these are funny…enjoy:
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Hi,
Please note that I have received a letter asking me for my work-term III information, but I have already finished my fourth work-term and am graduating this semester.
Is this normal?
Has my co-op report for work-term IV been graded yet?
Thanks
XXX
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-’Please note’ as a graduating student (scary!) I would hope you know it’s NOT normal that you’ve finished your fourth work term and you’re getting emails about your third. Here’s the response from a prof who INTENTIONALLY copied all the other students!!
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Dear XXX
You may have inadvertently been sent this note and you should report this to your coop director and coordinator. Please do not copy your note to all of the directors and students.
As well, please refrain from asking questions that you already have answers to and try not to embarrass anyone. The note you received may be a result of a simple oversight.
As you know, our Coop students are the best
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-I agree. Please do not copy your notes to all the directors and students. Don’t embarass anyone (especially yourself!!!) After I read this I made SURE I only responded to the SENDER… Here’s another one:
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Hello,
My name is XXX and my student ID is XXX. I am currently completing a work term at XXX in XXX. It is difficult to commute from XXX to down town during rush hour, it takes at least an
hour to travel from one location to another. I generally finish work between
Thank you in advance for your understanding.
***********
-To make a short story long, wow…I think ‘I can’t make it’ could have sufficed. Although I’m sure everyone else wanted to know about the budget and schedule constraints of company XXX…a couple more shall we?
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Hi Angela, I noticed I’m still on the address list for the Accounting Co-op, when I have actually switched to the Marketing Co-op. I’m hoping the institute recognized that I switched in December, since I contacted and informed everyone involved. I don’t want it to cause any problems…
Please keep me up to date,
Thanks!!
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-Yup…it definitely looks like you did inform everyone involved and THEN some (i.e ALL the co-op students)! It’s OK, I’m sure you didn’t cause any problems… Here’s some quick ones:
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Good Morning,
I am a Coop Marketing student at concordia, and I wiil be in a work term this summer. I am presently on an exchange program in
Please contact me as soon as possible.
***********
-I’ll contact you as soon as I have time…have fun in
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Hi, could you tell me when and where the resume writing workshop is going to be for this week?
thank you!
***********
-No. I really can’t. Sorry.
And of course…here’s the final barrage of emails I received which sparked my inspiration for this email:
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2. I can participate after 3hoo. You can put me on the list!
3. Pls put me in the list. I wish to join this activity.
4. ?
5. I would like to participate.
6. Hi! I’d like to give my name for the photoshoot… Thanks for the opportunity
7. Put me on the list…
8. I dont mine being on the list for the shoot
9. Just need more info it though
***********
I hope this email has helped some people realize how important it is to be careful who you send your emails to. As the prof said “try not to embarrass anyone” (this means you too!). I guarantee this will also be useful to you when you’re in the work force; there’s nothing worse than sending an email (esp. if it’s something unpleasant) to someone who wasn’t supposed to get it (or even worse, if you cc it to the entire company). Always check who you’re sending your emails to…have a great rest of the semester/work term!
Take care,
Ian
PS: If you decide to reply to ME (the SENDER)…
remember everything I’ve written…
***SMART ASS EMAIL ENDS HERE***
I’m sure anyone who goes to JMSB and uses FirstClass shares my frustration. In defense of the students: When one clicks “Reply” it defaults to “Reply All”, so if you’re not paying attention your email goes to everyone; this is just bad programming if you ask me.
I got a bunch of about 10 “Thank you” emails after I sent this. Many months later when I met some of the ICBC/CG people, they said: “Oh! You’re the guy who wrote that CC email?! That was hilarious! I sent it to everyone on my list!” The good part is: it seems to have worked because after this I haven’t gotten any “Reply Alls” from co-op students (maybe it’ll start again when the new batch comes in).
Unfortunately, it’s happening again since I’m now on the ISEP mailing list. What’s worse in this situation is that all 3 of my email addresses are on the ISEP list, so I get the “me too!” emails in all my inboxes! I think I’m going to send this link as a friendly reminder. Good plan.
Moral of the Story: Always double check the recipient list of your emails!