Email Communication Policy

Email Communication Policy

Rationale for the need of an e-mail communication policy

    E-mail addresses are increasingly difficult to acquire as potential recipients become more selective about their personal e-mail. 

    The perception of receiving too many unsolicited e-mails leads to recipients who unsubscribe from all e-mail communication. 

    Greater segmentation of content based on the known or perceived interests of a recipient increases the likelihood that a recipient will indeed read an e-mail. 

    Maintaining a consistent look and feel of an e-mail is essential in promoting the UD brand. 

    Based on the rationale above, the University of Dallas will utilize the following e-mail communication policy for e-mails sent en masse to alumni, parents and donors.

Scheduling and Approval

All e-mails must be scheduled via Advancement and sent via iModules. Ten business days are required for preparation of a custom-designed e-mail.

Requests can be made online. Requests must also include a desired send date, subject line and recipient base (i.e., graduates from a particular program or geographic region).

Advancement will confirm the receipt of the materials and estimated e-mail send date. Send date will depend on other scheduled e-mails and the priority level of the e-mail (see “priority” section of this document).

A draft of the e-mail will be sent to the requestor. Two people must approve the draft:

  • Requestor
  • Director of Marketing and Communications

Email Checklist

  • "From" field indicates office/department name
  • Subject Line
    • Words to Avoid: Help, Percent off, and Reminder.
    • Keep it to 50 characters or less.
    • Avoid using splashy promotional phrases, CAPS, or exclamation marks.
    • Subject Line Best Practices
  • Minimal graphics
  • Vital information must be in the text body, even if it's duplicated in the graphic image. Some email browsers disable images.
  • Main body of copy no more than 300 words. Our objective is to get the reader to click a link for more information.
  • Include a clear call to action. The most effective are those with incentives that are timebound.
  • Avoiding the Spam Filters

News

Alumni Reimagine Education for Boys

Peter Searby, BA '01, feels that modern schools -- with a scarcity of opportunities for children to work with their hands and use their imaginations to explore their worlds -- are doing boys in particular a disservice. From this recognized deficiency, Searby conceived the idea for Riverside Center for Imaginative Learning. Also finding the education of boys to be a primary concern, Daniel Kerr, BA '03, opened St. Martin's Academy, a Catholic boys' boarding high school in Fort Scott, Kansas, in 2018.

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Crowley Trio: An Evening of Beauty

In an intimate gathering at the Museum of Biblical Art in February, UD celebrated the inaugural Crowley Chamber Trio Concert, "Music in the Museum," the first of three concerts that took place this spring. The opening performance rekindled the university's popular Crowley concerts, which first took breath more than two decades ago.

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Professor Applies Lessons Learned from Autistic Sons to All Life

Former Affiliate Assistant Professor of Spanish Nicole (Hammerschmidt) Lasswell, BA '03, and her husband, Martin, have two sons, Will and Stevie, both of whom have autism. For World Autism Awareness Day, the family was interviewed on Telemundo; because the boys are thriving, it seemed particularly important to the Lasswells to share their story and their hope with others.

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