Committee member communications

Use this service to connect with other members. Recipients will receive the message in their inboxes, but won't be able to reply to your message directly. Any email addresses or websites in your message must be approved and authorised by IOSH. This service is available to current IOSH communities committee members.

• Guidance

  Event subject line

  Keep this short and informative (ideally less than 40 characters). It should tell members what to expect from your message and include any key details. If you want members to take an action (for example, join an event or take a survey), highlight this in the subject line.

  Examples:

  • Join us on [date] to learn more about [event topic] 
  • Let us know what you think, answer our survey on [topic] 

  Email body:

  Keep the email short (up to 500 words). The first sentence should always make it clear what your email is about.

  The form will then guide you through what information is required.

  For events you’ll be asked for information such as the date, time, venue (if applicable) and how to register. You’ll be prompted define what benefit your content will have to participants continuing professional development (CPD), and how your event will help career progression, membership journey, or routes into membership.

  We will also ask you to define your audience. For example, is your event for those new to the OSH profession, those looking to join a route to Chartered, technical details suitable for experienced professionals, or aimed at those looking for a refresher on a topic.

  Be specific about what the members can hope to gain and avoid generalities. For example, ‘you can learn more about [topic] from [speaker]’, rather than ‘valuable speakers’.

  Include a key summary of what action you want members to take at the end of the email (this is the call to action). If this is an event, you can say ‘register for your place’ or for a survey, you can say ‘take the survey’. This should be a reminder of the action words you used in the subject line.

  Wherever you can, use bullet points to separate information, e.g. for topics covered in a meeting. It’s always a good idea to link to where a member can find more information so that there isn’t too much included in the email.

  Links

  Add these at the end of your message so it’s clear what action you’d like members to take. E.g. please respond to this survey by {date}. And please don’t include any links to speaker’s LinkedIn profiles.

  Spelling and grammar

  It’s important to make sure this is correct to make your message clear and easy to understand for members. Make sure you check your email using an online tool.

  Contact details

  Make sure you don’t include any personal details or contact information for anyone in the email.

  Features and limitations of community committee communications

  • The tool allows simple message creation and submission 
  • You can quickly and easily reach a wide audience 
  • Our team reviews messages before approval and release 
  • All messages use a standard corporate template 
  • Members can unsubscribe from emails via a link in the email footer 
  • The system supports hyperlinks to IOSH pages but does not allow images or documents to be sent.
• Committee member communications policy

  This outlines the process for IOSH community committee members to send communications to their members. It ensures that messages are sent to the intended recipients, comply with data protection regulations and are professionally branded.

  Terms of use

  Communications should:

  • be relevant to Health and Safety and align with IOSH’s strategic aims
  • be sent by a committee member on behalf of the committee
  • be professionally written in plain and concise language
  • support IOSH messaging, organisational objectives, and decisions
  • be sent only when appropriate to avoid being considered “spam”.
  • only one message per IOSH community in each calendar week to be sent
  • avoid conflicts of interest, such as canvassing for personal votes or promoting non-IOSH products/services
  • not contain or request personal information
  • not include anything defamatory, abusive, profane, threatening, offensive or illegal
  • contain an official IOSH email address for return communications
  • be reviewed and approved by the committee before submission

  Responsibilities

  Our team will:

  • review and action each message within three working days
  • ensure messages meet the IOSH Terms of Use before sending
  • update distribution lists as required
  • send messages within the requested timescale where possible
  • inform committees promptly if a message cannot be sent and propose alternatives.

  IOSH community committee members will:

  • ensure the message adheres to the terms of use
  • refer to the guidance on writing messages
  • submit via the communications tool to be sent out by our team.