Communication & Responsiveness

Email Communication

Email is an important part of professional communication in an online learning environment. Messages should be factual, respectful, timely, and written with the understanding that email is part of the public record.

Big Idea: Clear email communication helps students, families, teachers, and schools stay informed and supported.

Overview

Follow District Email Expectations

Cobb County School District has specific guidelines for email and email signatures that all teachers must follow. These standards help ensure that communication is professional, clear, respectful, and timely.

Email Expectations

Do’s and Don’ts for Professional Email

☑ Do’s

  • Respond to emails within 24 hours.
  • Set an out-of-office message when you are unavailable.
  • Write specific subject lines that reflect the purpose of the message.
  • If you are requesting a response or next step, begin the subject line with Action:
  • If no response is needed and the message is for awareness only, begin the subject line with FYI:
  • Use a greeting, short paragraphs, and a closing.
  • Make a phone call if the email is over 5–7 lines.
  • Keep emails factual, respectful, and professional.
  • Remember: emails are part of the public record.

✕ Don’ts

  • Do not email when emotions are high or the issue is sensitive.
  • Do not include confidential student information in subject lines.
  • Do not include highly sensitive student information, such as Social Security numbers, in the body of an email.
  • Avoid long blocks of text.
  • Do not use emojis, all caps, or informal language.
  • Do not use email for personal business or inappropriate content.
  • Do not send emails to the entire program, school, or district staff.
Communication Choice

Know When Email Is Not Enough

Email is helpful for clear, concise information. However, if the message is becoming too long, too sensitive, or too emotionally charged, a phone call may be the better choice.

Rule of Thumb: If the email is over 5–7 lines, consider making a phone call instead.

Professional Reminder

Write every email as if it may be read beyond the original recipient.

Keep communication factual, respectful, timely, and professional. When the situation is sensitive or complex, choose a conversation instead of a long email.

Class. Virtually. Anywhere.