Email

Be Considerate

  • ​​​​​​​Before sending an email consider whether it is really necessary. Are you able to find the inf​ormation from elsewhere e.g. Portal or Web Site?
  • Make the tone of the message clear. Irony and humour may not be clear in an e-mail. Avoid sarcasm.​​​

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  • ​Messages should be respectful and friendly to recipients regardless of their role and status. Ensure you use an​ appropriate greeting and closure. Avoid 'text speak'.​
  • ​E-mails should be re-read from the point of view of the recipient and always assume that an e-mail message may be read by others.

  • Take particular care with remarks that may appear critical, as these may come across stronger than intended.

  • Don't respond to an e-mail if you feel angry or annoyed.

  • Use proper spelling grammar and punctuation and don't write in CAPITALS.

  • Only send or forward messages to those who have a real need to receive them.  Ensure you are sending the message to the most appropriate person or pers​ons.​​​​

Be Aware

 

  • ​It's often difficult to prove a normal e-mail message has come from the person or organisation it appears to come from.

  • It's advisable to use departmental addresses for business usage rather than personal ones. If someone leaves or is absent, then critical business messages will still get through. 

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  • ​​If you are away then you need to make appropriate management arrangements for your e-mail. This could be done by use of Auto-Forward or Out-Of-Office. Should access to your mailbox be required for business reasons, whilst you are away from work, then this may be granted with relevant authorisation.
  • In forwarding a message, ensure that the message body doesn't contain anything inappropriate and also it is sensible to check with the originator before increasing circulation.​​

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Be Secure

 

  • ​Don't reply to e-mails which ask for your user id and password. If you receive such an e-mail then it's not from IT Helpdesk, as they would not ask for these by e-mail.

  • E-mail may not be the best form of communication for personal or confidential messages. Don't use e-mail for agreeing to terms or for contractual commitments or for making representations.

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  • If you do have to send sensitive information by E-mail then please refer to our Securing Data Guidelines.
  • Take care with the content of messages as incorrect or improper messages could give rise to claims of discrimination, harassment, defamation, breach of contract or breach of confidentiality.

  • If there are messages that you only want the recipient to see.  It's suggested you include "(Confidential)" on the subject line so the recipient can open these at an appropriate moment.

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