Emails

Style Guide for the use of emails

Use of email
•	As a general rule, send emails in response to other emails.  
•	If a letter is sent by the client, respond by letter. If the response is required urgently, send an email or fax and then a formal letter through the post confirming the contents of the email or fax.
•	Manage emails sent in the course of business as public records. Emails that are public records (i.e. those that record a decision, approval or action) must be printed out and put on file.
•	Use emails for communication with other stakeholders whenever practicable.

Inappropriate material
•	Do not send emails of a sexual, violent or racist nature. This action may result in dismissal. 

Language
•	Use non-sexist language. For example, instead of ‘chairman’, use ‘chair’ or ‘chairperson’. Instead of ‘he’ or ‘she’, use ‘their’. 

Attachments
•	Consider the file size of email attachments and associated transfer time, delays or dropouts.
•	Separate large documents into a number of smaller files. It may be necessary to send a number of emails if there are many large files.

Font
•	Use Arial 11 point.

Email heading 
•	Always show a subject heading that describes what the email is about.