Utrecht uitgaande mail

You're looking for the Utrecht University outgoing email policy!

According to the Utrecht University's IT policy, the university's outgoing email policy is as follows:

General

• All university employees are responsible for ensuring that their email communications are professional, respectful, and in line with the university's values and policies.
• Emails sent from university email addresses should reflect positively on the university and its employees.

Content

• Emails should be clear, concise, and relevant to the recipient.
• Avoid using spam-like language, all capital letters, or excessive punctuation.
• Do not send unsolicited commercial emails (spam) or emails that promote personal interests or products.
• Be mindful of the university's brand and avoid using the university's logo or name in a way that could be misinterpreted or used for personal gain.

Format

• Use a clear and descriptive subject line that summarizes the content of the email.
• Use a formal greeting and sign-off (e.g., "Dear [Name]," and "Best regards, [Your Name]").
• Keep attachments to a minimum and ensure they are relevant to the email content.
• Use a clear and legible font, and avoid using Comic Sans or other fonts that are difficult to read.

Security

• Be cautious when sending sensitive or confidential information via email, as it may not be secure.
• Use encryption or other security measures when sending sensitive information, such as passwords or financial data.
• Avoid sending sensitive information via email if it is not necessary, and instead use alternative methods such as secure online portals or phone calls.

Compliance

• Emails sent from university email addresses should comply with relevant laws and regulations, such as data protection and anti-discrimination laws.
• Be aware of the university's policies and procedures, and ensure that your email communications comply with them.

By following these guidelines, you can help ensure that your outgoing emails reflect positively on the university and its employees, while also maintaining a professional and respectful tone.