Buckinghamshire New University style guide

E
A–Z guide
Email
Emails should follow the main points in this guide. If you are writing an email to
someone outside the University or to someone you don’t know, your email should
be written with the formality of a letter, but should not be overly long. Your email
signature should follow the format laid out in our Brand Guidelines.
When writing emails, make sure that you:
• are concise and to the point
• use a proper structure and layout, including short paragraphs and blank lines
between each paragraph
• avoid long sentences
• use proper spelling, grammar and punctuation
• are clear about what you are asking or telling people and what you want them
to do
• avoid writing in CAPITALS – they imply that you are shouting
• always enter a subject: and make it meaningful to the recipient
• avoid using urgent or important in the subject heading, unless the message is
absolutely critical
• avoid abbreviations and emoticons and never use text language
• answer all questions to pre-empt further emails
• avoid copying emails to people who don’t really need to receive them, and
only use ‘Reply to all’ if you are certain everyone needs to see the response
• avoid attaching unnecessary files. Direct people to the file location, whenever
possible
• send plain text rather than HTML messages, unless there is a particular reason
for requiring extra formatting
• read the email before you send it and run the spellcheck
• answer within 24 hours, if possible, but don’t let email take over your life!
• set key points in the day for checking emails, for instance first thing in the
morning, at midday and at the end of the day
• use the ‘Out of office’ tool when you are going to be away from the office.
18 Buckinghamshire New University Style Guide