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Communication guidelines
EMAILS
The guidance belowwill help you ensure that all emails from the organisation are consistent and professional.
Formatting Both email body content and signatures should be: ● ● Left aligned (not justified)
Personalisation To ensure consistency across all emails, from all senders, please avoid personalisation of signatures. Substituting fonts and using non-corporate colours is not permitted. Marketing or special messages Marketing banners and special messages will be added by marketing and IT and will be added automatically by the email server for all external emails. Out of office response If you are away from the office, or not contactable for any period of time, then an out of office message should be set up and switched on to notify stakeholders that you are away from your normal place of work. An external message should always be set, but it is also possible to set an optional internal message only to be seen by internal staff members. If using an internal message, please ensure this is indicated in the message as ‘This is an internal response only’. Out of office responses will vary depending on the department and reason for absence, but should include: ● ● Reason for absence (optional) ● ● Expected date of return ● ● Alternative contact details; whether this is a particular staff member, PA or department details ● ● Normal working hours (for part time staff)
● ● Arial font ● ● Size 11pt
Email signature All email communications should close with an appropriate email signature: ● ● Full name ● ● Job title ● ● Direct dial or main contact number (e.g. business mobile)
● ● CIPP web address ● ● Head office address
Emails sent externally will also have the following added automatically: ● ● Social media links ● ● Current marketing messaging ● ● Company registration details (shown below for reference)
Please ensure these are not included in your outlook signature to avoid duplication.
The Chartered Institute of Payroll Professionals (a company incorporated by Royal Charter). IPP Education Ltd (a subsidiary of the Chartered Institute of Payroll Professionals). Registered No. 3612942 (England) VAT No. 864462406
Registered Address as above This email and any files transmitted with it are confidential and intended solely for the use of the individual or entity to which they are addressed. If you have received this email in error please notify the sender. Please note that any views or opinions presented in this email are solely those of the author and do not necessarily represent those of the company. Finally, the recipient should check this email and any attachments for the presence of viruses. The company accepts no liability for any damage caused by any virus transmitted by this email.
Out of office response templates are available here
Email signature templates are available here
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CIPP communication and branding guidelines
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