Administrative Policy: Email Subject Line Protocol Policy

ADMINISTRATIVE POLICY MANUAL
POLICY: Email Subject Line Protocol Policy
SECTION: ADMINISTRATION
APPROVAL DATE: June 4, 2014

GOAL:

To assist with the prioritization of an email’s importance, to assist in quicker response times, and to provide staff with the ability to use logical keywords for searching and filtering emails.

SCOPE:

This policy applies to all City of Duncan employees.

POLICY:

The email subject line is the first thing that recipients see and therefore the most important part of an effective work email. In order to provide the ability to respond to urgent emails, and utilize effective searching capabilities and filtering, the following guidelines and protocol must be used when sending emails amongst staff.

1. At the beginning of the subject line, select one of the following key words as the first words to ensure the email adequately conveys what you are wanting from the recipient. This word is to be capitalized with a colon at the end.
• CONFIDENTIAL: Self explanatory
• FYI: To be used if it is simply for information and no response is required.
• FOR ACTION: To be used when you are wanting a specific action to be taken.
• FOR DECISION: To be used when you want a response of “yes” or “no.”
• FOR SIGNATURE: To be used when you want a signature on a document.
• PLEASE READ: This term is similar to the FYI but with a bit more emphasis on the fact that the reader needs to pay attention to the piece of information being sent to them.
• REPORT FOR REVIEW: To be used when submitting a Council report that you want reviewed.
• URGENT: For time-critical messages. Only use if it really is urgent.
2. The second part of the subject line will contain a short description of what the email is about. Be clear and specific about the topic of the email and indicate if a response is required.
3. The third and final part of the subject line should include a deadline, if applicable. This helps the reader prioritize their workload.
• Examples of Subject Lines:
• CONFIDENTIAL: (nothing to be disclosed in the subject line)
• FYI: City of Duncan Summer Hours – No response required
• PLEASE READ: LGMA Conference Update
• FOR ACTION: Radio Advertising for “Back to Work Week” – Please respond by Friday, June 4th
• FOR SIGNATURE: Offer to Purchase 123 Street – Please respond by June 14, 2014
• REPORT FOR REVIEW: Fitness Equipment for Centennial Park – For July 3rd C/W Meeting
• FOR DECISION: Leaving early on Friday afternoon
• URGENT: Mayor needs response to a media question by 3:00 p.m. today
• FYI: Your 9:30 appointment is here – EOM

A few tips:

• Do not use re: to mean regarding in the subject line. Re is automatically used by the email software to designate a reply.
• Write short messages in the subject line.
• Avoid using URGENT unless the message really is urgent.
• Avoid using the ! “High importance” exclamation mark in red, unless it really is a priority.
• Limit each email to one subject. This helps to make your message clear and makes it easier for the recipient to use the subject line to organize the messages they receive.
• When an email doesn’t need to be opened use EOM at the end of the subject line
• Remove any unnecessary “Forwards” and unnecessary information from previous messages when forwarding information.

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