Guide to writing broadcast emails

Below is a guide to writing broadcast emails and a sample message. Please review this before drafting your broadcast email. If you need further guidance, please do not hesitate to contact the Internal Communications team:

Subject line 

  • Do not exceed 70 characters (including spaces)
  • Use active language
  • Use sentence case

Examples:

Join us in launching UBC’s Centennial

Submit your ideas for new ways of working by May 13

Apply for funding by Dec. 15 to celebrate UBC turning 100


Audience

  • All broadcast emails should clearly state who is receiving the message (e.g. faculty, staff and/or students) and where they are located (e.g. in Vancouver and/or the Okanagan)
  • Use sentence case

Examples:

To: Faculty, staff and students in the Okanagan

To: Students in Vancouver

To: Faculty and staff in Vancouver and the Okanagan


Additional text included in messages going to staff

For the benefit of staff whose work is not computer-based, the following text is included in all messages that are sent to staff:

If you are a manager of staff whose work is not computer-based, please print this email and display it in a common work area for them to review. 


Message body

  • Ensure the key information/call to action is at the top of the message
  • Ensure your message does not exceed 200 words
    • An alternative for expanding upon the information contained in the email would be to provide a URL pointing to a web site containing the additional material (documents, images, etc.)
  • For the benefit of users who receive broadcast emails in plain text or printed format, URLs cannot be embedded in broadcast emails. They must be written in full in the body of the message
  • Do not include images in your broadcast email

Sign off

  • All broadcast emails should come from a member of the UBC Executive
  • Broadcast emails do not include sign offs, such as ‘yours truly’, ‘many thanks’ or ‘kind regards’
  • Ensure the name is on one line and in bold, and the full job title is on the next line.
  • If this is a message from two people, list them one above the other

Example:

Lisa Castle
Vice President, Human Resources


Sample message

To: Faculty and staff in Vancouver and the Okanagan

Submit your ideas for new ways of working by May 13

If you are a manager of staff whose work is not computer-based, please print this email and display it in a common work area for them to review.

Do you have an idea about how to do things better at UBC? As faculty or staff, you are invited to submit your suggestions on how the university can be more efficient.

You have until May 13 to submit a suggestion that you believe will create a new revenue stream and/or operating efficiency for the university. A review committee led by the Provost’s offices from both Vancouver and the Okanagan, will consider all suggestions that are submitted. The committee will then share the most beneficial ideas with the appropriate department for further exploration and implementation.

Ideas can be applicable to this fiscal year or any future year. Every spring you will be invited to submit new suggestions, as the university reports back on the ideas that are implemented.

Join the conversation and submit your idea at http://www.vpfinance.ubc.ca/2013-14-actuals/have-your-say/

Learn more about the university’s complex financial structure at http://www.vpfinance.ubc.ca/2013-14-actuals/.

Dr. David Farrar
Provost and Vice-President Academic
UBC Vancouver Campus

Dr. Deborah Buszard
Deputy Vice-Chancellor and Principal
UBC Okanagan Campus