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Internal mass e-mails

Internal mass mailings are mailings that go to a larger group of recipients and are made with KTH's internal system, either your own e-mail client or with the central system through IT.

A typical characteristic of mass mailings is that the individual recipient does not have a personal relationship with the person who makes the mailing. Always keep the recipient's degree of urgency for the case and his/her technical and work situation in mind when planning a mass mailing.

Mailings where the sender has a relationship to the recipient, e.g. course coordinator to students on a course, organizer to participants at a conference, study administrator to applicants for a course, etc. are not regarded as mass mailings in this context.

Content of the mailing

It is important to be clear and concise so that the message is not considered spam.

E-mails that go out as an internal mass mailing should have:

  • A clear subject line that describes the content of the email or the benefit to the recipient.
  • A clear message that is understandable to the whole group of recipients, as short and straightforward as possible. The message should preferably be contained within a screen. For more comprehensive information or messages, add a link to a website where more information is available.
  • Information about contact person for questions, with contact information (can be the same as the responsible sender).
  • Information about who the responsible sender is.
  • Information about which groupings the mailing goes to.

Avoid attachments as they burden the mail system unnecessarily. Instead, link to corresponding information.

If thera are links they should only go to kth.se addresses, otherwise the email risks being classified as spam and not reaching the recipient. If the information is available on a website outside KTH, the link should go to a page on KTH which in turn contains a link to the external website. A link to a webpage at KTH is a way to show that the mailing actually comes from a legitimate sender at KTH.

If the message is in both Swedish and English to the same group, the subject line must be in both languages. The body text should begin with stating that information in the other language can be found further down in the email. It should be clearly marked where information in the other language begins.

Email template

A good and clear setup for a mass email might look like this:

<Subject line>

Subject in Swedish - Subject in English

[Information in English can be found further down in the message]

Message text [for evenst, enter date, time, venue, registration procedure and latest registration time]

For questions, contact NN via e-mail NN@kth.se or by phone 08-790 NN NN.

MM, responsible
 

[Information in English starts here]

Message body [for events, write date, time, location, registration procedure and deadline]

If you have any questions please contact NN via e-mail NN@kth.se or by phone 08-790 NN NN.

MM, responsible

_______________________________________________________

This email has been sent to [recipient group] from [organizational unit or management function]