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Appropriate Use

Before using email (or other electronic communication device) to conduct University business, assess the business needs of the department and the type of information to be communicated to determine whether email is the appropriate means of communicating the information.

Do Not Use Email:

  • To communicate or discuss confidential matters
  • To convey disciplinary or performance issues
  • To communicate complaints or dissatisfaction
  • To communicate highly complex information
  • When the message may be misinterpreted
  • For on-going back and forth negotiations
  • When dealing with emotional issues or personal conflicts

Use Email:

  • To deliver a message quickly and the speed with which a reply is received does not matter
  • To communicate directly with the decision-maker
  • To avoid the cost of long-distance telephone calls, faxes, local or overnight delivery services, or snail mail
  • To communicate with a colleague or customer in a different time zone or country
  • To deliver the same message to multiple people
  • To maintain a written record of the electronic conversation
  • To communicate quickly and cost-effectively with co-workers
  • To stay in touch with the office when on the road
  • To respond to requests when on a tight deadline

Reviewed 2011-10-07.