When composing an email to students, it is important to keep in mind the following best practices:

Is email the correct tool? While we know that students prefer to receive communications via email, they also tell us they can find the volume of emails overwhelming, particularly at certain points in the annual cycle, e.g. at the start of the year. So, it is important to evaluate if email is the best option or whether there is a more effective mode of communication such as an announcement on Blackboard
Use a clear subject line: A clear and specific subject line helps students understand what the email is about and encourages them to open it. Avoid vague or generic subject lines like “Important Information.” If the email includes a definite ‘call to action’, it can be worth referencing it in the subject line.
Identify what action is required: It is essential to make clear what action you expect the recipient to take. If you are unsure what action is necessary, they will be too.
Be clear and concise: Use plain English and avoid jargon and acronyms. State the email’s purpose plainly and succinctly. Lengthy emails can result in missing important details, so stick to one topic per email. The Plain English Campaign provides advice on How to write in plain English. If you draft the content in Word first, it can help to test what you have written with the ‘Editor’ function.
Include relevant information: Include all necessary details, such as dates, times, locations, and other relevant information, in the email body.
Use inclusive language: Consider neutral words, phrases, and expressions that avoid exclusion or discrimination based on characteristics such as gender, race, ethnicity, age, disability, or sexual orientation.
Format the content: Break up long paragraphs into shorter ones and use bullet points to make the email easier to read. The structure of your email should take the form of a pyramid, where the most important information is presented in the first paragraph of the email, supporting details in the middle paragraphs, and optional further information at the end of the email.
Use the CCCU brand font: University staff are advised to use Arial. This is a standard easy-to-read sans serif font.
Use a professional tone: Address the student by their name - if you have access to SITS, you can look up the student’s ‘Preferred’ name. Use a polite and respectful tone throughout the email. Avoid using informal language or abbreviations that may come across as unprofessional.
Please don’t write anything in an email you wouldn’t want to see printed or published: Emails are covered by the Freedom of Information Act 2000, UK GDPR and Data Protection Act 2018. Therefore, emails can potentially be disclosed in response to requests for information under these laws. It is a criminal offence to alter, delete or destroy any information requested by someone to prevent them from gaining access to it.

Staff Guidance: Effective email communications to students