CTUS-78 - Email Template

Owned by Derek Matthew
Last updated: Sept 01, 2023 by Sara Greenwood
3 min read

Add your comments directly to the page. Include links to any relevant research, data, or feedback.

Status

Done

Impact

High / Medium / Low

Driver

@Derek Matthew 

Approver

 

Contributors

Informed

 

Due date

Outcome

Standard published:

Background

We should consider formalizing & standards a template for emails

Considerations for creating an accessible email template -

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.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]

Current Designs

Please add others if you have them

 

 

 

 

 

 

 

 

 

 

 

 

Options considered

 

Option 1

 

Option 1

Description

Pros and cons

Estimated cost

Large

Action items

Outcome

Proposed Standard (consolidated from comments below)

Details:

  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.

    • 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. 

  6. 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].”