Difference between revisions of "Correspondence"

Revision as of 13:42, 18 November 2023

In order to provide consistency in style and performance, matters considered important to the public image of the Society, The Augustan Society, Inc., has defined the following policies about communications and Correspondence, both on paper and electronically:

Email

Incoming email is to be read daily by Headquarters Staff and acted upon or forwarded as time permits.

Postal mail

Mail is to be retrieved from the PO Box at least weekly, and more often as time and convenience permit. Headquarters Staff should act upon or forward as time permits.

Stationery

Standard stationery and envelopes have been (or will be) created for each program and office. These may be provided as computer files or on paper, and can be made available in metric as well as American sizes. Reply labels and envelopes are also available. The use of such stationery is required whenever practicable.

Envelopes and boxes should be white where possible. Recycled boxes may be used if they do not have the name of another organization printed on them (other than the shipping company). Markers or tape to hide such identification shall not be used.

Stationery will include the shield of the Society's arms, the name of the Society, the name of the originating office, reply address (which may be either Headquarters or that of the officer, as circumstances dictate, but with a bias toward using HQ), and an email address.

Stationery for officers or Sub-Groups with established arms of their own may add the shield or badge of the office or sub-group to the right of the Society arms.

Stationery examples need to be added to this page.

Business cards

Business cards for any officer are available on request when their duties make it likely they will have use of them. These may provided as computer files or on paper, and can be made available in metric as well as American sizes.

Identification Policy

• All messages, either written or sent via email, must identify the sender by full name, Society title, the most senior appropriate Society postnominals (and no others), and the phrase “The Augustan Society, Inc.”

• A thread of email messages or other online postings, where the identity of the poster may be observed from the whole thread, may use an abbreviated identification for subsequent messages.

• Messages sent between officers or from officers to members must include a sufficient name for identification (given the context of all such correspondence), and the name of the Society office held.

• Messages posted to social media on behalf of the Society, or in your role as an officer or chairman of the Society, whether Society-sponsored and public, must have an easy way to identify both your full name and your (relevant) Society office. This may oblige you to obtain a second account in some fora so that you may continue anonymous posting.

Telephone

When the telephone is answered at Headquarters, it should be with the phrase, "Augustan Society, name here, how may I help you?" or words to that effect.

When Caller ID shows the call is from someone well known to staff, the above will not apply.

Staff will attempt to return messages within 48 hours when possible. When a prompt return call is not possible, email contact should be attempted if possible.

Staff will not attempt to reply to blank messages, even when Caller ID may identify the caller.

While the Society telephone remains in the Metcalfs' home, they will feel no obligation to answer when to do so would interrupt meals or personal business of any sort.

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