WITC's Virtual Mail Room
Style Guide to Using Electronic Email
The following tips and
techniques are used to effectively communicate with students and staff through
electronic mail (email). This is a work in progress document and
we welcome additional comments.
messages simple and direct. Make sure they are related to the Mission of the
- Do not send attachments when sending communications to groups of students.
2.1. Instead send the link to the portal/web (i.e. Award Letter,
2.2. Don't send unsolicited file attachments.
- When emailing to many recipients, always use
the “Bcc” (Blind Carbon Copy) format and never use the “To” which will list
all the email addresses.
- ALL CAPS is the equivalent of shouting.
- Email messages often use a more relaxed
language and tone, something more suitable for verbal communication. Be
careful to keep these written messages professional.
- Check your spelling.
- When replying to an email, delete sections
of original email that are not pertinent and only quote back sections of
email that are relevant.
- Use an automatic signature so the recipient
knows where and who the email came from and who to respond to. Identify
yourself and provide your job title and phone number if appropriate.
- Use a descriptive Subject line –
9.1. If important, include “IMPORTANT” in the Subject Line.
9.2. If requesting a response, include “PLEASE RESPOND” in the Subject Line.
- Don't believe every cyber myth, urban
legend, hoax or virus "alert" sent to you
(verify it before believing or forwarding it to anyone else by visiting
The following items are listed
as examples of inappropriate uses of email:
- Information not related to
the academic college mission includes forwarding jokes and chain letters.
- Solicitation emails not
related to the college.
- Promotion of political
- Surveys that do not serve
sanctioned college purposes and/or approved by research.
- Messages that contain
confidential information in the body such as grades, financial aid, etc..