Email Guidelines and Signature
Email is our most common form of day-to-day communication and should be helpful, clear and accessible.
Your emails to recipients outside the University should also reflect Adelphi鈥檚 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 | Question about Thursday staff meeting agenda |
Reason for the Email
Start your email by clearly stating why you are writing.
Example: 鈥淚 want to be prepared for Thursday鈥檚 staff meeting and would like to know which of our projects you would like me to present.鈥�
Organized and Helpful Text
Bullets and headers break up and organize long blocks of text.
Professional Yet Conversational Tone
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.
| Instead of: | Write: |
|---|---|
| I want to let you know about our CSTEP program. | I am writing to give you information about our Collegiate Science and Technology Entry Program (CSTEP). |
Hyperlink Guidance
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.
| Instead of: | Write: |
|---|---|
| 鈥淐lick Here鈥� | 鈥淰iew the Schedule鈥� or 鈥淩egister Today鈥� |
End With a Clear Action or Next Step
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.
Signature
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.
To maintain brand consistency, utilize our email signature generator. This tool allows you to create a customized signature that aligns seamlessly with the university’s brand identity.
Out-of-Office Emails
If you will not be regularly checking your University email account, . 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 for additional steps to take before an extended absence.
Best Practices
- Keep your subject line brief. Indicate that the message is automatic and include when you will return.
- 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.
- Protect your privacy. Avoid sharing unnecessary personal details about your absence, such as travel plans, vacation details, illness or personal events.
- Use a professional tone. Keep your message concise, helpful and easy to understand.
Subject Lines
- Out of Office Until DATE
- Out of Office DATE Through DATE
- Automatic Reply: Out of Office Until DATE
Message Templates
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.
Thank you for your email. I am out of the office and will return on DATE. During this time, I will have limited access to email and will respond as soon as possible after I return. If you need immediate assistance, please contact NAME at EMAIL.
Thank you for your message. I am away from the office through DATE and will be checking email only periodically. If your matter is urgent, please contact NAME at EMAIL. Otherwise, I will respond as soon as I am able.
Thank you for your email. I am out of the office through DATE and will not be monitoring email during this time. If your matter requires immediate attention, please contact NAME at EMAIL. Otherwise, I will respond after I return.
Thank you for your email. I am attending a professional conference through DATE and may have limited access to email. If you require immediate assistance, please contact NAME at EMAIL. I appreciate your patience and will respond as soon as possible.
Thank you for your email. 茄子视频 is closed in observance of HOLIDAY, and I will return on DATE. I will respond to your message as soon as possible after I return.