Mass Email Guide

• A mass email message should be brief, self-explanatory, clear, and concise. 
• Include a clear subject line that conveys the email’s purpose.
• Provide contact information where people may ask questions or get more information.
• Attachments are not allowed in mass email. A link to a webpage is recommended.
• Avoid acronyms on the first reference in the body of a message. For example, write “Student Involvement and Engagement (SI&E)” on the first reference, then use SI&E for future references.
• Proof for spelling and grammar, and ensure links are working before submitting. 
• Included images should be compelling for the audience; image sizes will be resized as needed for formatting. 

Mass email sent on a department’s behalf from The Division of Student Success should contain information that pertains to the majority of the recipients, is critical and/or time-sensitive, and meets one of the following standards:

• Large scale events and opportunities open to the entire student body or campus community (ex. Homecoming)
• Informational and safety awareness messages relevant to the entire campus (ex. Move-In traffic info)
• Messages to all DSS staff from a department (ex. Career Closet clothing drive)
• Federal, state, or local policy updates.

• Department
• Name of person making request
• Send date
• Audience
• Email Subject
• Email content 
• Images (optional)

• Mass email is only available to DSS departments and Student Government. 
• All emails will be reviewed by the department director and AVP for approval prior to sending. 
• A test email will be provided to the requester, department director, and AVP prior to sending.
• Requests should be made 3 Business Days before the intended delivery date.*
• Requested send dates will try to be accommodated. 

* Exceptions will be made for urgent safety awareness messages.

Please direct any questions regarding mass email to Kristina Rideout (krideout@txstate.edu).