{"id":443,"date":"2020-08-10T09:51:11","date_gmt":"2020-08-10T13:51:11","guid":{"rendered":"https:\/\/www.adelphi.edu\/brand\/design-and-identity\/design-assets-and-templates\/name-tags-2\/"},"modified":"2026-07-20T17:02:16","modified_gmt":"2026-07-20T21:02:16","slug":"email","status":"publish","type":"page","link":"https:\/\/www.adelphi.edu\/brand\/messaging\/email\/","title":{"rendered":"Email Guidelines & Signature"},"content":{"rendered":"

Your emails to recipients outside the University should also reflect Â鶹´«Ã½Ó³»­\u2019s brand voice and should maintain the standards set by the institution.<\/p>\n

Here are some common best practices for effective email communications:<\/p>\n

Clear Subject Lines<\/h2>\n

Be considerate of your reader by including a clear subject line in your email messages.<\/p>\n\n\n\n\n
Instead of:<\/th>\nWrite:<\/th>\n<\/tr>\n
Fwd: Question<\/td>\nQuestion about Thursday staff meeting agenda<\/td>\n<\/tr>\n<\/tbody>\n<\/table>\n

Reason for the Email<\/h2>\n

Start your email by clearly stating why you are writing.<\/p>\n

Example:<\/strong> \u201cI want to be prepared for Thursday\u2019s staff meeting and would like to know which of our projects you would like me to present.\u201d<\/em><\/p>\n

Organized and Helpful Text<\/h2>\n

Bullets and headers break up and organize long blocks of text.<\/p>\n

Professional Yet Conversational Tone<\/h2>\n

Do not use slang or be overly familiar, and if you plan to use acronym, first provide the full name and add the acronym in parenthesis on first reference.<\/p>\n\n\n\n\n
Instead of:<\/th>\nWrite:<\/th>\n<\/tr>\n
I want to let you know about our CSTEP program.<\/td>\nI am writing to give you information about our Collegiate Science and Technology Entry Program (CSTEP).<\/td>\n<\/tr>\n<\/tbody>\n<\/table>\n

Hyperlink Guidance<\/h2>\n

Use descriptive link text that clearly communicates the destination or action. Avoid generic phrases. Descriptive links improve accessibility, support screen-reader users, and provide a more intuitive experience for your recipients.<\/p>\n\n\n\n\n
Instead of:<\/th>\nWrite:<\/th>\n<\/tr>\n
\u201cClick Here\u201d<\/td>\n\u201cView the Schedule\u201d or \u201cRegister Today\u201d<\/td>\n<\/tr>\n<\/tbody>\n<\/table>\n

End With a Clear Action or Next Step<\/h2>\n

Specify what you need, when you need it or what will happen next. Make it easy for the recipient to respond or act by providing deadlines and contact info.<\/p>\n

Signature<\/h2>\n

It may seem a minor point, our signature serves as the finishing touch to every email you send. It helps people receiving emails know immediately where the email is coming from.<\/p>\n

To maintain brand consistency, utilize our email signature generator<\/a>. This tool allows you to create a customized signature that aligns seamlessly with the university’s brand identity.<\/a><\/p>\n

Out-of-Office Emails<\/h2>\n

If you will not be regularly checking your University email account, set up an out-of-office message (Vacation Responder) in Â鶹´«Ã½Ó³»­ Gmail<\/a>. A clear and helpful automatic reply helps manage expectations and lets others know when they can expect a response. Review how to prepare for time away<\/a> for additional steps to take before an extended absence.<\/p>\n

Best Practices<\/h3>\n
    \n
  1. Keep your subject line brief. Indicate that the message is automatic and include when you will return.<\/li>\n
  2. Include key details. Let senders know you are away, when you will return, when they can expect a response and who to contact for urgent matters.<\/li>\n
  3. Protect your privacy. Avoid sharing unnecessary personal details about your absence, such as travel plans, vacation details, illness or personal events.<\/li>\n
  4. Use a professional tone. Keep your message concise, helpful and easy to understand.<\/li>\n<\/ol>\n

    Subject Lines<\/h3>\n
      \n
    • Out of Office Until DATE<\/strong><\/li>\n
    • Out of Office DATE<\/strong> Through DATE<\/strong><\/li>\n
    • Automatic Reply: Out of Office Until DATE<\/strong><\/li>\n<\/ul>\n

      Message Templates<\/h3>\n

      Before a planned absence, review and update your automatic reply with your leave dates, expected response timeframe and an appropriate alternate contact, if needed. Use the guidance and templates below to create a professional, helpful and consistent out-of-office message.<\/p>\n","protected":false},"excerpt":{"rendered":"

      Your emails to recipients outside the University should also reflect Â鶹´«Ã½Ó³»­\u2019s brand voice and should maintain the standards set by the institution. Here are some common best practices for effective email communications: Clear Subject Lines Be considerate of your reader by including a clear subject line in your email messages. Instead of: Write: Fwd: Question…<\/p>\n","protected":false},"author":6,"featured_media":0,"parent":23,"menu_order":2,"comment_status":"closed","ping_status":"closed","template":"","meta":{"footnotes":""},"class_list":["post-443","page","type-page","status-publish","hentry"],"acf":[],"yoast_head":"Email Guidelines | Brand Identity | Â鶹´«Ã½Ó³»­<\/title>\n<meta name=\"description\" content=\"Email is our most common form of day-to-day communication and should be helpful, clear and accessible.\" \/>\n<meta name=\"robots\" content=\"index, follow, max-snippet:-1, max-image-preview:large, max-video-preview:-1\" \/>\n<link rel=\"canonical\" href=\"https:\/\/www.adelphi.edu\/brand\/messaging\/email\/\" \/>\n<meta property=\"og:locale\" content=\"en_US\" \/>\n<meta property=\"og:type\" content=\"article\" \/>\n<meta property=\"og:title\" content=\"Email Guidelines | Brand Identity | Â鶹´«Ã½Ó³»­\" \/>\n<meta property=\"og:description\" content=\"Email is our most common form of day-to-day 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