Email Etiquette Guidance
Clear and professional email communication is essential to our daily operations. The following etiquette guidance ensures our emails reflect the professionalism expected across the Trust.
✅ General Principles
- Be clear who you’re addressing:
- Use “To” for those expected to respond.
- Use “CC” for those who need visibility.
- Use “BCC” for bulk emails or when recipients’ details must remain confidential.
- Maintain a professional tone:
Avoid emojis, affectionate symbols (e.g., “x”), or informal sign-offs in work-related emails. - Get to the point:
Start with your main message. Keep emails brief and focused. - Stick to one subject per email:
If discussing different topics, send separate emails with relevant subject lines. - Reply promptly:
Aim to respond within 48 hours during the working week. Always acknowledge receipt. - Be mindful of tone:
Without vocal cues, written words can be misinterpreted. Avoid sarcasm and ambiguity. - Use email to praise, not to criticise.
Feedback or concerns should be raised in person or over the phone.
What to Avoid
- Don’t respond in anger.
If tension rises, step away or speak face-to-face instead. - Avoid “Reply All” unless necessary.
It creates inbox clutter. Only include those who truly need the information. - No chain letters, jokes, or non-work forwards.
- Don’t use email to escalate (“copying up”) or pressure others.
- Avoid overusing the “High Priority” flag.
- NEVER WRITE IN ALL CAPS – It feels like shouting.
- Never send or forward emails with offensive, libellous, or inappropriate content.
Doing so may result in disciplinary action. - Emails can be subject to Data Subject Access Requests.
Always write with that in mind.
Professional Practice
- Use a standardised email signature.
Include your name, role, contact details, and school. (See Appendix for the format.) - Check spelling, grammar, and punctuation.
Use a spell-checker and proofread before sending. - Avoid printing emails unnecessarily.
Adopt e-filing where appropriate to support sustainability. - Respect work-life balance:
Avoid sending emails after 7pm. Consider the tone and urgency of messages sent outside normal hours. - Set an Out of Office reply when away for a full day or more:
"I am away from school until [date] with limited access to my emails. I will reply as soon as possible on my return."