Difference between revisions of "Correspondence"
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While the Society telephone remains in the Consuls' home, they will feel no obligation to answer when to do so would interupt meals or personal business of any sort. | While the Society telephone remains in the Consuls' home, they will feel no obligation to answer when to do so would interupt meals or personal business of any sort. | ||
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Revision as of 12:44, 22 September 2014
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:
Incoming email is to be read daily by Consuls and acted upon or forwarded as time permits.
Postal mail
Mail is to be retrieved from the PO Box at least twice weekly, and more often as time and convenience permit. Consuls 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 for parcels are also available. The use of such stationery is required whenever practicable.
Envelopes and boxes should be white where possible, tan otherwise. Recycled boxes may be used if they do not have the name of another organization printed on them. 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 Headquarters or that of the officer, as circumstances dictate, but with a bias toward using HQ), and an email address.
Stationery for offices 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.
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 Consuls' home, they will feel no obligation to answer when to do so would interupt meals or personal business of any sort.
