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E-Mail Sop

This document provides guidelines for composing emails within the Ga SDF Support Group (SG). It defines the appropriate use of fields like To, Cc, and Subject. Keywords are outlined to provide essential information in the Subject line, including status updates, required responses, suspense dates, and whether the email is just for information or requires action. Response times are specified based on keywords like FYI, ACTION, and URGENT. Proper formatting of names, signatures, and out of office notifications is also covered. The S-3 is responsible for annual review of this standard operating procedure.

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Mark Cheney
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212 views2 pages

E-Mail Sop

This document provides guidelines for composing emails within the Ga SDF Support Group (SG). It defines the appropriate use of fields like To, Cc, and Subject. Keywords are outlined to provide essential information in the Subject line, including status updates, required responses, suspense dates, and whether the email is just for information or requires action. Response times are specified based on keywords like FYI, ACTION, and URGENT. Proper formatting of names, signatures, and out of office notifications is also covered. The S-3 is responsible for annual review of this standard operating procedure.

Uploaded by

Mark Cheney
Copyright
© Attribution Non-Commercial (BY-NC)
We take content rights seriously. If you suspect this is your content, claim it here.
Available Formats
Download as PDF, TXT or read online on Scribd
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STANDARD OPERATING PROCEDURE (SOP)

TITLE: Email Composition Guidelines (SG-A001.01)


REVIEW DATE: 31 OCT 2004

PURPOSE: The purpose of this document is to streamline dissemination of


information and management of activities through standardization of
electronic mail composition format.

SCOPE: This SOP applies to all personnel assigned to the Ga SDF Support
Group (SG)

OBJECTIVES: This SOP is designed to:


1. Define use of the To, Cc, and Subject fields of an eMail.
2. Define key words to be used in the Subject field.
3. Define the response required by recipients of an eMail.

RESPONSIBILITY: It is the responsibility of all member of the SG to be familiar and practice


use of these guidelines. Review and revision of this SOP is the
responsibility of the SG S-3 annually or more frequently as needed.

PROCEDURE:
A. General
1. Where applicable, eMail correspondence should follow guidelines in AR 25-50,
Preparing and Managing Correspondence.
2. Personnel should check their eMail boxes at least once per day (24 hour period).
3. Personnel should minimize the number of eMail addresses that official
correspondence is to be received.
4. Personnel should utilize the proper signature block format in closing.
5. If supported by the sender’s eMail system, personnel should use the ‘display
name’ capability to display full names including rank if appropriate, for better
clarity. For example, ‘[email protected]’address could be
displayed as ‘SGT Bill Jones, GaSDF ([email protected])’.
6. Personnel who are not going to be available should notify their chain of
command and utilize the “Out of Office” feature of their email application. The
message should specify the duration of unavailability and alternate means of
contact, as well as, a designated alternate contact during the period of absence.
7. Email features for priority may be used but are supplemental to this SOP.
8. Personnel are advised to use spell- and grammar-checking tools if available.
9. Personnel are to refrain from utilizing ‘instant messaging’ (IM)
acronyms/shortcuts such as LOL (Lots Of Laughter).
10. Response timing is outlined in Section C. Keywords below.
11. Status updates unless specified in the body of an eMail should be no less than
weekly until the suspense date has arrived.

B. Use of fields.
1. TO: Field. Email address(es) should be placed in this field if the recipient(s)
is(are) required to respond or take action as a result of this email or the
information directly affects their operations.
2. CC: Field. Email address(es) should be placed in this field if the recipient(s)
benefit from knowledge of this communication but are NOT required to respond
or take action as a result of receipt of this eMail.
3. SUBJECT: Field. Sufficient information should be placed in this field to inform
the recipient of the desired response. Key words, as defined below should be
utilized in the proper sequence to allow ease of identification and processing.

EMail Composition Guidelines


Effective Date: 07 OCT 2003
STANDARD OPERATING PROCEDURE (SOP)

C. Keywords. These keywords are defined for use in the Subject field only. They assist in
the processing of the message by organizing content and specifying response. Key
words should be utilized in the order shown below.
1. FYI – For Your Information. Recipients of this message should process the
information. No response is required.
2. FYU – For Your Use. Recipients of this message should process the information
and analyze the impact on operations. The recipient should utilize this
information in the conduct of operations but no reply response is required.
3. ACTION. Recipients of this message should process the information and take
appropriate action. A response is required for this message and should be
accomplished by the suspense date (defined in subparagraph 5 below). Upon
receipt of this message by a recipient in the ‘To:’ field, they are required to
acknowledge receipt and ability to comply. Completed responses to this keyword
shall be required in no less than 7 days. The sender should utilize the ‘read
receipt’ feature of eMail applications. Should no acknowledgement response be
received within one day, the sender should contact recipients in the ‘To:’ field via
alternative means.
4. URGENT. Recipients of this message should process the information as quickly
as possible and take appropriate action. A response is required for this message
and should be accomplished by the suspense date (defined in subparagraph 5
below). Upon receipt of this message by a recipient in the ‘To:’ field, they are
required to acknowledge receipt and ability to comply. Complete responses to
this email shall be required in less than 7 days. The sender should utilize the
‘read receipt feature of eMail applications. Sender should also follow-up message
telephonically as soon as practical after sending the message however no later
than 24 hours.
5. S: - Suspense. Use military date-time group to define the completed response
date.
6. DNF – Do Not Forward. This email is not to be forwarded to personnel other than
those specified in the ‘To:’ and ‘CC:’ fields.
7. M: - Mission. If applicable, the mission number and mission name should be
placed in the subject line after the codeword.

For example:
Subject: URGENT: Final equipment needed list. S:09OCT2003 1700 M:SG2003-01 Light
the Night

Archiving. Until an electronic means of archiving emails is established, a hard copy should be
filed in the appropriate correspondence file with the originating eMail on top and all responses
attached behind.

Revision History:

Restrictions:

Authorizations:

Author: Samuel Peng, MAJ, GaSDF, S-3, Support Group

CO: Richard Lockert, COL, GaSDF, Commander, Support Group

EMail Composition Guidelines


Effective Date: 07 OCT 2003

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