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Email Template
  • In progress

    • Email Template

    Owned by Sara Greenwood
    Sept 01, 2023
    2 min read

    Email Details

    All outbound emails should 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.ca

    • If 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.ca

    • The subject lines would start with the purpose of the email .
      [Account Updated], [Account Created], [Receipt for]

    Header

    The header uses the City of Toronto white logo on a blue band (#165788).

    Optional content that can appear above the blue bar header - Some examples are:

    • 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].”

    Body

    Typography:

    • Font: Roboto > Helvetica > Arial

    • Font colour: white #ffffff, black #000000, disclaimer grey #737373

    • Font size: content 16px, disclaimer 14px

    • Link colour: default primary light blue #337ab7; hover primary blue #165788, hover text decoration - underline

    • Headers: H1 (28px), H2 (22px), H3 (18px)

    • Line height 1.45

    Border colour #d0d3d6

    Footer

    The following applies to the footer of the email:

    1. 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

    2. Blue footer should have only three links: 

      • © City of Toronto 1998 – 2022 (mandatory)

      • Privacy (optional)

      • Accessibility at the City of Toronto (optional)

    3. Add "Unsubscribe to email updates" as a purpose in the Notice of Collection statement; when the email is initially collected.

    4. Disclaim & Legal are located below the footer

    5. 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.

    Examples:

    Header and Footer bands

    To Do: Add Email example