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

UD in the Community: Gospel of Life Dwellings Affirm Lives

Although she can no longer see, Tia does her best, like the mother she still is, to ensure the comfort of those around her from her perch on the edge of her bed. She is one of three elderly residents of St. Adelaide in Grand Prairie, one of Gospel of Life Dwellings' two locations. First conceived by Joe Flaherty, M.D., BA '86, a geriatrician, the idea for these homes was embraced and implemented -- and is continuously sustained -- by numerous UD alumni.

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New Crusader Baseball Clubhouse Completed

Positioned off Crusader Drive, behind the batting cages and the centerfield wall of the baseball field, the university's newly constructed baseball clubhouse opened the first week in May, the last week of the season for the UD baseball team. This milestone marked the end of a years-long endeavor supported by the university's Baseball Booster Club to upgrade the team's existing locker room and practice facilities.

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