Email Communication Policy Update

To encourage acceptable, consistent, and appropriate use of email, Sudduth and Associates has adapted
AUP 13.02—Email Acceptable Use Policy.1 To reap full benefit of this means of communication, follow
the basic guidelines regarding message content and communication preferences.

Message Content
Although perceived as informal document, email messages are business and archived as a part of the
official records of Sudduth and Associates. Follow these effective communication guidelines:
 Write clear, concise sentences, avoiding clichés, slang, redundancies, and wordiness
 Avoid emoticons and text message jargon or acronyms.
 Break the message into logical paragraphs, sequencing in an appropriate order. Write space is

important in email messages as printed documents, so be sure to add extra space between
paragraphs.
 Limit email messages to one idea per message, and preferably limit to one screen.
 Always include a subject line that clearly defines the email message.
 Consider carefully the recipients of the email; do not waste your colleagues’ valuable time by
sending
or copying unnecessary emails
 Spell-check email messages carefully; verify punctuation and content accuracy.
 Check the tone of the message carefully. If angry, wait at least one hour before clicking the Send
button. Review the message, modify if needed, and then send the message.

Preferences
Although email is a common means of communication, other methods include face-to-face
communication, telephone, voice mail, and instant messaging. It is important to realize that each person
has preferred methods of communication, and the method will vary depending upon the message content.
To accomplish tasks more effectively, be aware of individuals’ preferred channels of communication and
use those channels if appropriate for the business purpose.
Remember that effective communication is essential to be successful in reaching the goals of Sudduth and
Associates. Apply these important email acceptable use guidelines in AUP 13.02.

1
Adopted 1/15/2009; revised 6/30/2014