Processes & Support: Step-by-Step Guide and Checklist

Clear, effective, and compliant email communication at Austin Peay relies on following a consistent process from planning to follow-up. Use the step-by-step guide and checklist below to ensure your message meets university standards and reaches the right audience.

For more help, visit our request forms, templates, training & troubleshooting page. 

Step-by-Step Email Process

1. Planning

• Define your objective and intended audience
• Select the appropriate communication channel
• Check the communication calendar to avoid conflicts
• Gather all necessary approvals before drafting

2. Drafting

• Use the inverted pyramid style: start with the most important information
• Keep content clear and concise
• Include all required details (who, what, when, where, why, how)
• Format for readability and accessibility (headers, bullet points, short paragraphs)
• Test all links and ensure mobile-friendliness

3. Approval

• Submit your draft for review to your department head or communication director
• For campus-wide communications, use the official request form
• Respond promptly to any revision requests

4. Scheduling & Distribution

• Schedule your email according to channel deadlines and review timelines
• Double-check recipient lists to ensure correct targeting
• Send test emails to check formatting and links before final delivery

5. Follow-Up

• Monitor engagement metrics (open rates, click-through)
• Respond to recipient questions
• Archive your message and note lessons learned for next time

Submission Checklist

Before sending or submitting your email request, confirm:

• You have chosen the correct email channel
• Content is clear, concise, and free of jargon
• All essential details are included (who, what, when, where, why, how)
• All links are tested, accurate, and mobile-friendly
• Accessibility standards are met (alt text for images, headings, color contrast)
• The communication director or department head has approved the content
• All approvals are documented
• There are no conflicts on the communication calendar
• (For campus-wide requests) You used the required submission form and met the deadline