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