Electronic Mail Emergency Messaging Template

Use: This email formatting guide is designed for use by emergency management professionals in the dissemination of risk messaging to community organizations with emergency management responsibilities.

A note about email Subject Lines:

  • Language should be specific, not fuzzy and qualitative.
  • Short subject lines (50 characters or less) only identify topic and capture only the attention of those seeking the information and should be used with emergency management focused audiences.
  • Long subject lines (75 characters or more) provide enough specific detail and clarity to capture the attention of those not seeking emergency information. They should be used with community and public audiences.

General Layout and Design Tips:

  • Limit or eliminate background HTML, colors, or other “extras” that may not display on all viewing devices. Messages should include plain text only.
  • Messages with information from previous transmissions should change the font color or highlight all new information or alterations from previous message content.
  • Critical information for immediate receiving audience should be placed within the top two to four inches of the email to ensure readers are able to see the text in the preview screen of their email program. The viewer should quickly recognize both relevance and incentive.
  • People under duress experience a loss in reading comprehension. Message creators should consider the level of language proficiency required to read and interpret important messages and calls to action.

The following email formatting process is designed to be scalable for the purpose of establishing interoperable content and should be tailored to meet the needs of target audiences and operational period objectives.

Message Content Flow to Target Audience

/ Message Component / Message Audience
- Incident Description
- Response Description
- Public Message / Emergency Management Community
- Incident Description
- Response Description
- Public Message / Community Organization Leadership
- Response Description
- Public Message / Public Outreach Personnel
- Public Message / Public
Electronic Incident Messaging Template
Completed By: / Last Updated on: / ____/_____/______

Message Type: Message Components Active:

Alert / Incident Description
Situation Report / Response Description
Information Service / Public Message
Public Address Information
Print Copy
Social Media Text
Attachments
Incident Information UNCLASSIFIED // FOR OFFICIAL USE ONLY
Alert - Message Components
Incident Name:
Date / Time:
Hazard Type:
Severity Prognosis:
Location:
Infrastructure Impacts:
Response - Message Components
Situation Update #:
Operational Period:
Lead Agency or (I/C):
Duty Officer Contact:
Notable Changes:
Next Update:
Background Information:
Incident Information UNCLASSIFIED // FOR OFFICIAL USE ONLY
Incident Information // FOR PUBLIC DISSEMINIATION //

Message Contains:

FOUO - Situation Report
Public Address Information
Print Media language
Social Media Content
Attachments
Request for Information
Public Address- Message Components
Expression of Empathy: / Communicating empathy within the first 30 seconds of averbal message
= 50% of perceived trust
Clarification of Facts:
Who -
What -
Where -
When -
Why -
How -
What is NOT Known:
Rumor Control: / It takes three positive messages to counter each negative message received by the public.
Process to get answers/Steps to get more information: / Designated Radio Stations, TV Stations, Websites, Points of Dispensing, ect.
Statement of Commitment:
Referrals:
Next Scheduled Update: / Specific: Date / Time / Contact Method / Location (if applicable)
Incident Information // FOR PUBLIC DISSEMINIATION //
Incident Information // FOR PUBLIC DISSEMINIATION //
Print Media - Message Components
Summarize Public Address content into three messages, presented in no more than nine seconds using no more than 27 words.
Key Public Message #1: / Under duress people tend to remember the first and last thing things said. - Most important Message
Supporting Information: / -Key Knowledge or Action
-Resulting physical benefits
-Resulting emotional benefit
-Motivating personal value
Key Public Message #2:
Supporting Information - / Same as above
Key Public Message #3:
Supporting Information - / Same as above
More Resources: / List documents to be attached to email or links to online versions
Social Media - Message Components
Condense critical information into a single messages with less than 120 characters
Social Media Post: / Base text (100 characters) to be posted on social media websites
Web Link for More Information: / Shortened web address; goto " " :enter original web address
#Hashtag Designation: / Indicate any hashtags already in use or designate one such as: #LAWind
Social Media Account Names: / List usernames of organizations providing credible information
Incident Information // FOR PUBLIC DISSEMINIATION //