Email hygiene

Introduction

Email is one of the primary ways we communicate at IHOP for many reasons. We expect everyone to read all the emails, and it is a way we make decisions. It is very important for housemates to please follow the rules below for good email hygiene.

Rules

All emails must have a subject line, preferably a good one

Write a subject line, write your email, then go back and write the subject line again. A good subject line describes the content of the email precisely and uses words that can be searched for if trying to find the email again. “IHOP Portugal announcement: new truck” is quite good. “Announcement” is very bad.

Keep correspondence about a topic on the same thread (and one topic at a time)

If conversation strays to other topics, or if your email ends up saying two different things, write another email. If something goes unresolved for a while and then needs to be raised again, find the original email and continue in that thread, do not write a new one.

If action is required, make it clear

Write a clear question or set of instructions in the email, give it its own paragraph, locate it at the end of your email, keep the email short, reiterate the action required in the subject line and ideally also put a deadline. Optionally set a condition about what no-reply will be taken to mean.

If something is said in human words, say it on email too

A summary of face-to-face discussions is needed on email for people who weren’t there. This is especially true if the conversation started on email but migrated to real life. As above, find the email and reply to it with the solution that was agreed.

Keep emails short and easy to read

We expect all housemates to read all emails. This is a draining task, please keep all emails short and to the point, include TL:DRs, trigger warnings etc. and consider whether to send emotional emails to one housemate rather than the whole list

If you’re going to be not reading emails for a while, let us know

We operate on the assumption that if you’re not reading emails, it’s your own fault if you miss something, such as making a decision, so we need to know if you’ve consciously stopped.

Contact Us

Email addresses are available in Contact Details (private), or you can also use our contact form (public).