Email Best Practices

FSU employees, students, certain contractors and active courtesy appointees receive email accounts provided by ITS to be used for conducting official university business. To ensure successful delivery of university email, the designated email address for employees and address for students will be used for official university business communications and configured to be used in university applications and systems.

Sending emails

  • Don’t leave the subject line of your email blank. Keep it brief and meaningful.
  • Avoid using UPPER CASE, as it looks like you're SHOUTING.
  • Keep the body of the message focused and relevant to your subject.
  • Make clear in the email body
    • Who the email is being sent to
    • Who is being copied on the email
  • Once drafted, it's good practice to re-read your email before sending. This will assist with correcting any typos that may have been missed.

Manage your email

  • Delete emails or move them to folders as soon as you have read them. If you can't, mark them as important to return to later.
  • Report suspicious emails to if it was not delivered to your junk email folder and has malicious intent, such as phishing attempts or messages with suspicious attachments or links. Include a copy of the original email with email headers included or attached.
  • When you are on leave, set up an auto-reply message. The auto-reply message should indicate when you will return, and who can be contacted in your absence.
  • Replying to a spam message confirms that the account is active and encourages more. If your email has an auto-reply set up for leave, this may have a similar effect, so use it sparingly.


  • Unless using encryption techniques, all email is insecure. Be cautious when sending out personal, confidential, or sensitive information by email.
  • FSU will never request your password or confidential information in email.

Legal Concerns

  • Remember that emails are covered by the Freedom of Information Act and Data Protection Act, and therefore they can and will be disclosed in response to requests for information made under these laws.
  • Think twice before you forward an email. It may contain information that is confidential or only for you.
  • Email should not be used for frivolous, abusive or defamatory purposes.

Message Limits

  • Recipient Rate Limit: 10,000
  • Recipient Limit Per Message: 500
  • Recipient Proxy Address Limit: 400
  • Message Rate Limit: 30
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