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’s 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: “I want to be prepared for Thursday’s staff meeting and would like to know which of our projects you would like me to present.”
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: |
|---|---|
| “Click Here” | “View the Schedule” or “Register Today” |
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.