New Email Policy

As feedback from the associate satisfaction survey comes in, we are working on improving our internal communication. Email is one of the avenues we all use a lot. Here are some tips to make us better communicators.

– Answer emails within 24 hours
– If you are away from email for an extended period, use the out of office feature with an alternative contact

Address & Subject Line
– State the subject of the message clearly, for example:

  • “FYI” for non urgent emails
  • “NOTE” for time/location change or deadline date, if applicable
  • “Secure” to encrypt emails sent outside the company
  • “Action Required” for messages requiring a time sensitive response

– Limit ‘Cc’ & ‘Reply All’ to those who are involved and need to know, and use the ‘Bcc’ field for mass emails
– Only mark emails high priority if there is an urgent call to action

Body of Email
– Keep message brief and to the point

  • Who, what, when, why, and where
  • Use short paragraphs or bullet points to be concise
  • Answer all questions and preempt further questions. If the email is complex or confidential, consider alternate forms of communication

– Be professional and courteous in your tone and content, including a greeting and closing
– Be conscious of HIPAA and patient privacy when communicating via email
– Formatting should include standard fonts (ie. Times New Roman, Arial, Calibri, Garamond) and text sizes 10-12
– The use of unapproved images/logos or email background images is discouraged

– Utilize the standard professional signature line

  • First and Last Name
  • Title
  • Company
  • Address
  • Phone Number/Alternative Number/Fax
  • Email Address

– Font

  • Standard fonts, ie. Times New Roman, Arial, Calibri, Garamond
  • Text size should be 10 – 12
  • Black or navy font color

– The use of personal quotes at the end of signatures is discouraged

If you have questions about the following guidelines or approved content for email, please contact Laurie Walker at

Article submitted by: Julie Vandre, VP of Quality


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