as their PA), it is helpful to put at the top of the email who the email is from. If you are sending an email on behalf of someone else (e.g.Follow normal email etiquette and protocol. Personalising emails by using recipients’ names can make the email feel less mass produced. Start with a clear statement of why the email has been sent, who it is for and what action the recipients need to take by when.If you are forwarding an email, you may wish to edit the subject line. In the subject line, include a short description of the content and, if appropriate, whether the email is for action or for information. Make sure your distribution list is up to date. If people are expected to take action, they should be in the ‘to’ line, for information can be ‘cc’ or ‘bcc’ as appropriate (using bcc means that recipients will not know to whom the email has been sent and therefore, if they chose to forward it on, can result in cross-posting, but does mean that you do not get a massive list of addresses when an email is forwarded). If an email is appropriate, consider who needs to receive the email, and whether the recipients should be cc’d (carbon copied) or bcc’d (blind carbon copied). Is an email appropriate?Ĭonsider first whether email is the most appropriate means to communicate the information. If you are intending to send the email to very large segments of our community - all staff/all students etc - you will need to seek appropriate approval (see policy for using mass mailing lists). This can waste substantial amounts of recipients’ time while they try to find out this information, and may result in either no dissemination at all or cross-posting. Including phrases such as ‘disseminate as appropriate’, or ‘disseminate widely’ give the recipient no indication of who to send the information on to or why it should be sent.
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