FAQ – Email SOPs

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Email Etiquette

  1. Your pccrovers.com email address must be your primary, or forwarded to your primary email account to ensure consistent communication.
  2. All email should appear to be replied-to from your pccrovers.com account as opposed to your personal account. Contact Sam Chan or the IT Support team (itsupport@pccrovers.com) if you need assistance setting it up.
  3. Required Template for signatures:
    Department, position, 180th Pacific Coast Scout Group

    (T): xxx-xxx-xxxx (typically mobile)
    firstname.lastname@pccrovers.com | www.pccrovers.com

    (Font style: Tahoma, Color: Black, Size: 10pt)

    *Please refer to the following PDF file for a more specific set of criterias:
    Crew – Signature Reference.pdf

Sending Emails

  1. Always use subject headings. Begin the subject line with
    [Action] or [RSVP] or [FYI]
  2. Persons in the “To” field means that a response is required of them
  3. Persons in the “cc” field means that it’s FYI only; no response required
  4. The action and due date should be within the first 3 lines of the email
  5. Use bullet points instead of paragraphs whenever possible

Receiving Emails

  1. When response is required, always respond within 48h unless otherwise noted
  2. Receivers of action emails must reply with one of the following four responses (or variation):
    • Yes you can count on me to do it/attend
    • I can’t commit now but I will confirm with you by (date). It is the original receiver’s responsibility to confirm back to the original sender by the promised date
    • Yes I’ll do it but I can’t do it by the due date. (offer alternative)
    • Sorry I really can’t because (reason).
  3. Only include related individuals when replying emails. By hitting “Reply All”, unnecessary emails are sent out and can create excessive backlogs in unread emails for others. Be mindful and selective when choosing individuals to place in the “Reply” and “CC” lines.
    • Emails can always be forwarded at a later date when more details are solidified to others as an FYI of decisions by referring to previous conversations that are included as part of “quoted text” in an email.

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