Mass emails are email messages sent to more than 100 individuals. Mass email messages can be sent out to the entire GW community or certain large subgroups. All mass email recipients must have GWMail (@gwu.edu) addresses.
When should mass emails be used?
Mass emails should only be used to communicate University-sponsored activities, security alerts, policy changes, or information that benefits GW's business or academic mission. Mass emails should relay time-critical important University information and should be used sparingly. All mass emails will be sent as Normal unless designated as Emergency status.
How do I request a mass email?
To request a mass email, send an email to isscomm@gwu.edu with the required information listed below. Mass email messages will be processed within 24 hours. All mass emails must be approved by a University Vice President or higher.
The GWMail Policy, including mass email procedures, is available online.
What is the required information for Mass Email Requests?
- Name and full title of the approving Vice President or higher
- Audience to receive email message
- University department sponsoring the message
- Subject line for email
- Final approved email message
- Date email should be sent
1. Approval
All mass email requests must be approved by a University Vice President or higher (listed below). A standard message will be placed at the bottom of each mass email message that identifies the requesting department and the approving Vice President.
2. Audience
All mass email requests must specify an intended audience. All mass email recipients must have GWMail (@gwu.edu) addresses; the Division of ITcannot process mass emails to non-GW addresses or to GW systems other than GWMail, such as @gwumc.edu addresses.
Emails can be sent to all GWMail accounts, or to one or several of the following groups: faculty, staff and students. To target a mass email to a specific group, such as seniors or residential students, you must provide a list of Personal Identification Masters (PIDMs) from the Banner system or NetIDs in an Microsoft Office Excel or Notepad document.
3. Sponsoring Department
Include the full name of the University department requesting and sponsoring the mass email, i.e. Office of the Registrar.
4. Return Address
You may choose a GWMail address as a return email address for responses to the mass email. Please be aware that the return email address will receive all returned emails, auto-responses and other replies. When a return address is not chosen, the requesting department will not see or receive any responses or returned messages.
5. Subject Line
Provide a brief subject line for the mass email. Do not use all capital letters for the subject.
6. Email Message
- Messages formatted in plain text are strongly encouraged. Because of the various ways the
GW community can view email messages, audience members may not be able to view
an email formatted in HTML.
- Graphic mass emails must be formatted in HTML with absolute links. Contact Creative Management
(202-994-3840) for additional information.
- Attachments cannot be transmitted.
- The mass email system formats in plain text only. No bold, italics, varying fonts or font sizes,
or bulleted lists will work in the system.
- Symbols such as *** can be used to highlight important information, if necessary.
- Messages should be kept short and to the point, about 250 words.
- Always include contact information in the email.
- All messages must be signed with the name of the department sending the email,
and preferably the name of the author.
- A standard message will be inserted at the bottom of each mass email, which will read:
This message has been sent in accordance with The George Washington University mass email provision of the GWMail Policy. This procedure is available online for review.
7. Date to be Sent
Include information on when the mass email should be sent.
