Communication

General Email Etiquette

Sending Messages 

• Subject Line - Use the subject line to indicate the main topic of your email. Never use student full names in subject lines (Ex. J. Doe Grade Report).

• Urgent Flag  - Use in special circumstances only – this should not be the default setting.  

• Reply All  - Do not use this button unless you have carefully reviewed your email and verified that ALL users must see your response.

• Be clear and concise in your communication.

Important Considerations

• Check and respond to email within 24 hours (unless otherwise noted). 

• Confidentiality - Do not put confidential information in an email message.  

• Never leave your computer unattended while logged into email. (Use a screen save protection or log out).  

• Be cautious when using humor. Consider your audience before sending, and realize that humor may be lost in the written form.  

• Never send anything with inappropriate content or inappropriate words.  

• As with general correspondence, use of color, bolding, and italics may be used when appropriate.  

• Do not send or receive personal mail, as this is a violation of the Acceptable Use Policy. Remember, all emails are retrievable. Keep emails clear and concise. Lengthy items may be better as an attachment.  

• Email should not be used for: 

  • • highly complex issues

    • issues that require discussion among multiple parties

    • confidential matters 

• Be mindful that emails can be retrieved and used as documentation.

• The Outlook Calendar should be used to record all appointments, planned leave time, and for scheduling all internal meetings.