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Background
We should consider formalizing & standards a template for emails
Considerations for creating an accessible email template - Email
Proposed Pattern Rules
All outbound emails would be standardized like this:
The account names would contain "City of Toronto" and the Program or Division Name
e.g. City of Toronto : Short Term Rental
If there is a plan on communicating with the person via email
[programname]@toronto.caIf we don't plan on communicating with the person via email, or there are multiple channels of communication provided in the email use
noreply@toronto.caThe subject lines would start with the purpose of the email .
[Account Updated], [Account Created], [Receipt for]
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Please add others if you have them
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Options considered
Option 1 | |||||||
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Action items
Outcome
Proposed Standard (consolidated from comments below)
Desktop view: https://xd.adobe.com/view/d7076759-2947-4423-87d6-1358af118271-8254/
Example STR: https://xd.adobe.com/view/d7076759-2947-4423-87d6-1358af118271-8254/screen/fca4e72e-929e-4122-a492-89b1d2cfa37f/
Style Guidelines: https://xd.adobe.com/view/d7076759-2947-4423-87d6-1358af118271-8254/screen/b7182290-5d48-4bd2-aae7-95462e4e1592
Details:
Address “City of Toronto, 100 Queen Street West, Toronto, ON“ above footer is mandatory (Need confirmation)
If there is an additional address, it should be included in content area
Blue footer should have only three links:
© City of Toronto 1998 – 2022 (mandatory)
Privacy (optional)
Accessibility at the City of Toronto (optional)
Add "Unsubscribe to email updates" as a purpose in the Notice of Collection statement; when the email is initially collected.
Disclaim & Legal are located below the footer
If there is a business need to use email, then it should be the last resort and minimize risk as much as possible by:
Adding a message in the emails sent out to the public: "Please do not reply to this message. Replies to this message are routed to an unmonitored mailbox. If you have any questions, contact us at [insert telephone number and/or mailing address]". This notice will prevent the participants from emailing back, at the same time eliminating the risk of them providing their own personal information.
As well, when sending email to multiple recipients, please use the blind carbon copy (Bcc) option to prevent the recipients to see other's email addresses.
Optional content above the blue bar header - Some examples of the content that would be there:
Add this email address to your address book
View this email in a browser
Inaccessible content warnings. “While we aim to provide fully accessible content, the email below is missing some accessibility features. If you require an alternate format or need assistance understanding it, please contact us at [phone] or [email].”