Email Messaging Guide

Your guide to crafting and sending effective email messages

Welcome to the email business! The IUAA partnership with Constant Contact is a great opportunity to be directly in touch with your alumni group. We want you to develop a sense of ownership of your communications plan. And we trust you with the awesome privilege of access to alumni data.

Your messages will be received in the personal inboxes of alumni and friends of Indiana University. So you’ll be playing an important role in their views and perceptions of IU. You’re helping to shape our brand and our reputation.

We’ve placed few “official” rules on these accounts—no limit on number of sends, no official approvals. We trust you to adhere to policies and to use best practices.

Using artwork and photography


Event promotion and other sensitive issues are governed by the following policies:

  • Religious holidays
  • Promoting third-party events and events that involve alcohol
  • Political activity under the IU name
  • Soliciting monetary support
  • Promoting events with a Big Ten affiliation

» Contact your IUAA liaison for assistance when you’re not sure what to do or if you’ve got a gut feeling to double check something.


Our “subscribers” are our most important asset. Now you have a role in protecting them. To be given access to alumni information, you must adhere and agree to follow the IU Volunteer Access to Data policy in addition; you must follow the following best practices:

Testing, testing …

No one is perfect, and no one wants to make mistakes publicly. Establish a system for sending and create an internal test list so that an extra set of eyes is looking at your email before it sends. Your IUAA liaison may be willing to help you with this.

Following this process can help you avoid mistakes: