{"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 Adelphi\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 Adelphi 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 Adelphi\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. 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