Out of office messages and email signatures - new University guidelines
Monday, 05 September 2011
Guidelines and examples of best practice have been produced to help all university staff use their out of office and email signatures facilities appropriately and efficiently.
For example, if your email signature includes complex formatting, any pictures including logos, accreditations or green environmental messages, you run the risk of having your email blocked by spam filters or even black-listed by recipients' servers.
There are also some ‘must dos' that we should incorporate in our out of office messages that are very important to ensure the University complies with legislation:
Out of office messages
Out of office messages are not only helpful by managing the expectations of anyone emailing you in your absence by offering alternative contact details but they should also help the University comply with legislation such as the Freedom of Information Act.
Messages must include the following:
"I am away from the office and will return on Xxxday, XX month. If your enquiry is urgent, please contact Xxxxxxxx".
And very importantly to all external audiences:
"If your request is related to a Freedom of Information enquiry, please contact imps@reading.ac.uk"
A Freedom of Information request must be answered within a certain time limit and the time parameter begins when the request is made. Valuable time will be lost if the request is not attended to until your return.
Please note that University of Reading students are regarded as external, as they do not use the same email system as University staff.
More information on out of office messages and examples of good practice can be found on the ITS help web pages
Email signatures
Email signatures that appear at the end of your emails can perform a range of functions, both administrative and promotional.
They should be kept simple, include your name, your role, your telephone number and web address. (There is no need to repeat your email address).
They should not include complex formatting, any pictures including logos, accreditations or green environmental messages.
More information and examples of best practice for email signatures can be found on the ITS help web pages
These guidelines have been produced following a request for guidance for staff from the Information Strategy Committee, two web pages have been created to help provide an overview of how out of office messages and email signatures should work, what they do, and ensure good practice when you use them.
The guidelines were created with input from a number of University units which have an interest and expertise in this area. The web pages have details of who to contact should you require further help or clarification.