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Email standards, protocol and guidance July 2010 1 Email standards, protocol and guidance A good guide to communications for staff Introduction The following guidance introduces good practice for writing and sending emails.. It covers the following areas: Displaying your identity and contact details Email disclaimers Effective emails Copying emails to a group Writing style Attachment etiquette Email and accessibility Emailing students The guidance offered is intended to help make your email communications professional, effective and easy to understand.. Example personal email signature: Emma White Departmental Administrator, Department of Biology Room B12, University of York, Heslington, York, YO10 5DD Tel: +44 (0)1904 434000 Fax: +44 (0)1904 434001 Email: ew123 york.ac.uk Please note I work Monday, Wednesday and Friday EMAIL DISCLAIMER http://www.york.ac.uk/docs/disclaimer/email.htm Instructions on how to add your signature automatically to the foot of every email you send (in Outlook and Webmail) are online at: www.york.ac.uk/itservices Go onto the Knowledge Base link in the popular pages and enter ‘signature’ in the search field.. Example of how to head up an email when using Bcc to mail a large group(s): To: All Heads of Department and Departmental Administrators From: The Communications Team Subject: Articles for the next University magazine Action required: Submission of suggested articles from your department Deadline: 21 February 2010 Dear all Articles needed for next edition of the University Magazine The next edition of the ……..
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