Mass Email Guidelines

The Office of Communications has instituted the following standards for University messaging via email. If you are planning to send a message to more than 500 recipients, please use the mass email checklist to schedule it.


Keep it short, and keep it on point. The average email gets fleeting attention. If you have more to say, link to webpages, including registration pages for events, that offer details.

For additional tips, see the guidelines on how to write a mass email.

Logos and Colors

Resist the temptation to invent a new logo for your organization, department or event. New graphics can make your message appear unrelated to the rest of the University, and your otherwise well-meaning message end up looking like junk mail.

Mass emails must follow UT Dallas’ logo and visual identity guidelines. Straying from these standards weakens the branding of the University at large and your organization in particular.

Email Lists

Email list servers craft individualized emails for each recipient and help us avoid the “junk mail” folder. Your message has its best chance of getting past spam filters if you use one of the University’s email list servers. University Web Services can advise which is best suited for your audience. Use the checklist to get started, even if you don’t have all the material pulled together for it yet.

Quality and Usability

Too often, emails and newsletters that organizations spent hours designing end up malfunctioning when they finally arrive on the user’s screen. Most email providers block images by default. What works on a PC’s Outlook may be unreadable on an Android phone or iPad.

If you want to use graphics to liven up emails or newsletters, it’s imperative that they be tested rigorously across multiple platforms and screen sizes before sending.

Additional Help

University Web Services can answer questions about your mass email and make sure it functions in email programs as envisioned. Plan a specific day for your email to appear in users’ inboxes and contact University Web Services (or submit a checklist to engage with us) at least two weeks in advance. Experts can test your email for functionality and set a time for it to be sent to your constituents.

If you are hosting an event, you may need supporting emails in addition to the invitation such as a save-the-date email, which it typically reserved for major events and sent out at least two months in advance. You may also need a registration page and a follow-up email acknowledging the recipient’s response. We have provided examples of these supportive elements and urge you to plan ahead to get the best results.