Email

Effective email communication is powerful—it connects, informs, and drives action. Clear, concise emails show respect for the reader's time and reinforce our professionalism. By mastering this skill, we create impactful interactions, reduce misunderstandings, and build a stronger, united community. Each email is an opportunity to make a lasting impression.

Crafting Clear and Effective Emails

• Use your official email
  Send all university communications from your @siu.edu email address.
• Create a professional signature
  Use our Email Signature Generator for consistency.
• Write clearly and directly
  Apply proper grammar, spelling, and punctuation/sentence structure. We don't want to YELL AT STUDENTS. Therefore, we shouldn't use all caps. All-caps text also causes issues for screen readers.
• Respond promptly
  Aim to reply within one business day.
• Personalize messages
  Address students by their preferred names and don't send information that isn't relevant to all recipients.
• Insert links wisely
  The hyperlinked text should not read “click here” or “siu.edu/restofname” (the entire URL) and instead should be relevant to the link. Only linked items should be underlined.
• Craft concise subject lines
  Keep subject lines clear and relevant; use prefixes like [URGENT] sparingly.
• State your purpose first
  Open with a clear statement describing the reason for your email.
• Enhance readability
  Use short paragraphs, white space (visual breaks), and/or bullet points.
• Emphasize key dates
  Bold important dates and deadlines.
• Provide clear next steps
  Include detailed instructions on necessary actions and relevant links.
• Only commit to follow-up if you are able
  Ensure follow-through if promising further communication.
• Link, don't attach
  Link to resources instead of attaching files.
• Don't email QR codes
  QR codes are best shared in print, not via email.
• Send Relevant Information Only
  Avoid including information that doesn't apply to all recipients.

Mass Email Communication Strategies

Segment and Automate Your Email Campaigns

Effective communication starts with understanding our audience. By segmenting your email lists based on various criteria such as enrollment status, field of study, living arrangements, geographical region, and extracurricular interests, you can create targeted messaging that guides prospective and current students through their unique experiences at SIU.

Incorporate Personalization

Personal touches in communication can significantly enhance engagement. Tailor your emails to reflect the individual identities of your recipients. Including students' names and content that resonates with their interests demonstrates that you value their uniqueness and fosters a stronger connection with SIU.

Optimize Your 'From' Field

The sender's name can greatly influence whether students open an email. Instead of using an individual's name, opt for department or team names like "SIU Admissions" or "Student Services." This approach can create a sense of familiarity and trust. However, for communications from prominent figures, such as the Chancellor, personalizing the sender can enhance the message's significance.

Ensure Consistency Across Departments

Collaboration among departments is essential for effective communication. By synchronizing email strategies and distribution timelines, you can prevent students from receiving multiple messages in a short period. Maintaining a consistent brand voice and message across all channels will improve clarity and enhance the overall impact of your communications.

Design for All Devices

With students accessing their emails on various devices, it's essential to ensure that your communications are visually appealing and functional across all platforms. Prioritize mobile-friendly designs to cater to the preferences of today's students, who often check emails on smartphones and tablets.

Craft Engaging Subject Lines and Visuals

Capture students' attention quickly with compelling subject lines that entice them to open your emails. Additionally, featuring striking visuals and impactful headlines at the top of your messages can increase engagement and make your emails more inviting.

Out-of-Office Replies

Out-of-office (OOO) messages are helpful for managing expectations, especially during extended absences. 

When to Use:

• Extended Absences
  Always set an an OOO if you’ll be gone for several days.

• High-Volume or Student-Facing Roles
  Use OOO replies for short absences if your emails often require quick responses.

• Busy Times
  During high-demand periods like registration or financial aid deadlines, OOO messages can help redirect urgent inquiries.

What to Include

• Your return date
• Whether you’ll check emails
• Alternate contacts for urgent matters

Example

Subject: Out of Office

Thank you for your email. I am out of the office from [start date] to [end date] and will have limited access to email. I will respond as soon as possible after my return.

For urgent matters, please contact [Colleague’s Name] at [Email Address].

With Saluki Pride,

[Your Name]