• Emails to Campus
• Email Requests
• Audiences
• Email Guidelines

Digital communications at Texas Tech University strengthen the university's brand and positioning by:

• Telling the story of Texas Tech University in meaningful, intentional and influential ways.
• Promoting the well-being and success of Red Raiders at each stage of their journey whether as a student or beyond graduation.
• Elevating the successes, innovation and impact of faculty and staff.
• Increasing awareness of centers, programs and research.

Emails to the Campus Community

The digital communications team in Marketing & Communications work with internal stakeholders to develop a thoughtful and strategic communication plan that involves a multichannel approach.

Email requests will be evaluated, and strategic avenues for messages will be explored, including an email, an established newsletter, a webpage, Microsoft Teams or other platforms.

Texas Tech University departments, units, faculty and staff can request an email be sent via Marketing Cloud to the campus community by following the prompts below.

Email Requests

• Each request will be reviewed, prioritized and coordinated by the digital communications team.
  • Messaging will be evaluated for content, readability and relevance to the university mission.
  • Campus-wide emails will be approved on the merits of each request. *Please note: Not all email requests will be approved, and other platforms/avenues may be suggested to deliver messaging.
  • Requests to email the Texas Tech University community must include timely and relevant messaging to the majority of the target email audience.
• There is a two-message limit for approved requests. No more than one reminder email will be sent following the initial message. Please indicate if the request is part of a series or multiple emails in the original request.
• Emails requested within two days of the intended send date may be accommodated but cannot be guaranteed.
  • All requested send dates will be reviewed, and an alternative send date may be proposed based on other digital communications being sent in the same timeframe.
• Emails cannot be used to advertise specific courses, on-campus employment or team tryouts, etc.
• Email attachments, if needed, will be included in the body of the email as a link to the attachment.
• Emails will be sent using Texas Tech branded templates.
• Colleges and academic departments may request emails that are academically related and targeted to specific students associated with the college/department.
• Only student organizations with purposes impacting most of the student body (i.e., SGA) may submit mass student email requests.
• All content submitted with an email request will be reviewed. The digital communications team will evaluate the voice and tone of the content to ensure it is appropriate for the intended audience. Additionally, the editorial team will review grammar and style. Please be advised that, based on these assessments, adjustments may be made to the content to better align with brand standards and audience expectations.

Request a Campus Community Email

Requests for emails to the campus community should be sent to elizabeth.davidson@ttu.edu.

Audiences

Internal audience lists – faculty, staff, current students – are accessible to the digital communications team through Salesforce Marketing Cloud to accommodate email requests.

Filtered and custom email lists may also be accommodated and will be assessed with email requests as needed.

Email Guidelines

Sender Profile

A sender profile must be built and used for each email send. The sender profile contains the following information:

• The “from” email address. The verified sender domains for Texas Tech will contain @communications.ttu.edu at the end of the "from" email address. Ex: marketing@communications.ttu.edu.
• The “from” display name that accompanies the “from” email address. The naming convention for units and departments must include Texas Tech in front of the unit name. Ex: Texas Tech Marketing & Communications.
  • Sending from a unit or department is preferred.
  • Requests to send from an individual will be reviewed.
• The "reply" email address. This address should be an actively monitored inbox and can be specified by the requestor.
• The "reply" email display name. This can be specified by the requestor.

Subject Line

Engaging, relevant and concise subject lines should accompany the email message. The digital communications team has access to Salesforce Marketing Cloud AI tools to help identify potential high-performing subject lines.

Pre-Header Line

The pre-header contains the preview text seen in the recipient's inbox. The pre-header text should be informative, short and explain what the reader can expect from the email.

Images and Graphics

Images and graphic elements should follow the following specifications:

• Width: 1200 px
• Height: 800 px
• Size: 5 mb or less

QR codes are discouraged.

Attachments and Links

Attachments should adhere to the following specifications:

• Size: 5 mb or less
• Documents should be formatted as a PDF
• Links should point to active URLs on the Texas Tech website.
  • External links will be reviewed.

Calls To Action

Calls to action can be included as links or buttons in the email copy.

Marketing Cloud Templates

It is important to adhere to specific guidelines concerning the use of Texas Tech branded templates from Marketing Cloud. These templates are proprietary and strictly for use within Marketing Cloud; they should not be copied, reproduced, or used outside of this platform. This ensures the integrity and consistency of our branding across all official communications and marketing initiatives. 

Need More Information?

Contact Beth Davidson (elizabeth.davidson@ttu.edu) or Liz Currie (elcurrie@ttu.edu).