External Communications
When sending emails on behalf of The Policy Project, choose the account that best fits the context and audience. While these guidelines offer a general framework, there's room for nuance. Feel free to consult your supervisor as needed.
The Policy Project Official Email
Emails sent from an official @thepolicyproject.org address to a mass audience, using our CRM and the official Policy Project footer.
Purpose: For formal communications sent to a large segment of TPP’s existing constituent list, including event attendees, donors, volunteers, newsletter subscribers, and community partners.
Examples: Mass invitations to community events, official announcements, campaign launches.
Process: If you believe a communication should be sent through this channel, first coordinate with your supervisor. Then, submit a request to approvals@thepolicyproject.org, including the email draft, intended audience, and desired send date, at least five days in advance.
Team or Department Email Accounts
Volunteers may be assigned a shared team or department-specific email (e.g., events@thepolicyproject.org, impact@thepolicyproject.org, etc.).
Purpose: For outreach that should come from an official source but doesn’t represent the entire organization. These emails help establish credibility and a clear connection to a specific initiative or team.
Examples: Communications with community partners, school contacts, vendors, local leaders, potential speakers, or collaborators—especially when recipients may not know you personally but should recognize the legitimacy of the sender.
Note: Use a Policy Project–branded email signature to differentiate your communications in shared inboxes.
Personal Email Accounts
Purpose: For communications where authenticity and personal connection are key. Personal accounts can also be used for sending meeting invites when tracking individual RSVPs.
Examples: Inviting friends or colleagues to events, following up with someone you already know, or contacting legislators and local leaders as their constituent.
Note: If helpful, feel free to clarify your role or connection to TPP within your message (e.g., “I'm reaching out as a Community Champion with The Policy Project…”).
If you're ever unsure which email account to use, check in with your supervisor.