Emails Distribution Lists

Email announcements offer a fast, inexpensive way to quickly communicate with a specific or 

multiple audiences. This approach lowers costs by reducing paper printed, also offering a greener 

solution to broad communications. Using listserves, where users sign up, or distribution lists, 

where users are added to a list (e.g., school guidance counselors), an agency can communicate with 

a variety of audiences: staff, contracted providers, children, youth and families served, media, 

foster and adoptive parents, elected officials and policy makers and allied professions such as 

schools, libraries and police. A change in the law affecting mandated reporters, for instance, 

could be disseminated quickly to those who need to know if distribution lists are already prepared 

by the agency. General rules include:

  • Establish an announcement email address that offers legitimacy to the email announcement (e.g., announcements@[agency].com).
  • Only send pertinent information – overuse will result in ignored emails. 
  • Brief emails that quickly disseminate information are more likely to be read.
  • Mark emails according to priority if option is available (e.g., Microsoft Outlook allows emails to be marked high, moderate or low priority).
  • Use branding elements on emails to identify and lend credibility.
  • Allow users to opt out of emails with the exception of staff, media and contracted providers.
  • Messages need to be developed to be compatible with all electronic communications tools such as a Blackberry. Use simple font and test out receipt of messages through various electronic reading devices for readability.

 






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