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

Meet the Class of 2023: Incoming Drama Major Will Direct, Write

Aspiring drama (and perhaps also English) major Klemens Raab, BA '23, has been hanging around UD his whole life, since he only lives about a mile away from the university's Irving campus, and his parents (Klemens, BA '00 MA '06, and Gina (LeBaron), BA '99) are both alumni. He's already experienced the Rome campus, too, having participated in the summer High School Rome Program Shakespeare in Italy last year.

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Alumna Joins UD Board of Trustees

The University of Dallas Board of Trustees has added another alumna to its ranks: Mary Devlin Capizzi, BA '88 MBA '89, a one-time Spanish major who is now a partner at Drinker, Biddle & Reath, LLP, a national, full-service law firm founded in Philadelphia in 1849.

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Capstone Professor Celebrates Half a Century

"I ended up at UD by accident," said Professor of Management Bruce Evans, who has taught at UD for 50 years now. Half a century ago, he and his brother were heading home to the East Coast from a camping trip and stopped by UD on a whim; Bob Lynch, dean of the newly formed Graduate School of Management (now the Satish & Yasmin Gupta College of Business), hired Professor Bruce, as he is known by students, on the spot.

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