Communication Guideline

Communication Guideline

COMMUNICATION GUIDELINE

Communication Guideline


Communication by E-Mail

Communication between representatives and employees of the association to third parties, as well as among each other and with other parties involved, is mainly done via e-mail.

The subject line of an e-mail is to be informative in accordance with its content. If an already active e-mail thread changes the content in the course of the continued e-mail exchange, the subject line can also be changed so that the new topic becomes clear.

The "TO:" field must always contain those persons who are to be addressed directly by the e-mail, especially if they have to take appropriate action.

In the "CC:" field, in addition to the mandatory distribution lists, those persons who are to be informed about a subject matter are to be included.

Informative group e-mails to entire groups of recipients must be listed in the "BCC:" field only.

E-mails to the general office addresses are forwarded to the individual employees.

In the case of general communication that is not personally assigned to a specific employee, the association will respond from the general office addresses.

Requests that an employee cannot answer alone are forwarded to competent colleagues and then answered by them, or returned to the original recipient of the request for a reply.

Inquiries via the contact form on the website are first forwarded to the general addresses.

Cancellation of newsletters and distribution lists, as well as requests for information, correction and deletion of data are generally possible by e-mail.

When registering for newsletters and distribution lists by e-mail, please refer to the form on the website for the double opt-in procedure.

Subscriptions and cancellations by e-mail or the form are first stored in the administrator's e-mails and then encrypted and stored on the server.

 

Communication by Telephone / Internet Telephony / Other Providers

Communication between representatives and employees of the association, and other persons, is basically also possible by telephone or via various Internet-based providers. Telephone conferences, especially with employees abroad, are part of the working method of TOS Dienste International e.V.

If there are concrete To Dos (except for changes in the database), or if other persons are affected who were not present during the telephone call, a protocol of the results can be written and sent by e-mail to all participants with the request for additions.

Cancellation of newsletters and distribution lists, as well as requests for information, correction and deletion of the data stock are also possible by telephone.

Registration for newsletters and distribution lists by telephone is not possible.

 

Communication by Letter / Fax

Letters and faxes are first received at the general office, where they are read and distributed, unless they are addressed to specific employees.

Cancellation of newsletters and distribution lists, as well as requests for information, correction and deletion of data are generally possible by letter and fax.

Registration for newsletters and distribution lists by letter and fax is also possible due to the signature provided in this case.

 

Letters to employees / sponsored children abroad are scanned and sent to them by e-mail.

The distribution of information on sponsorships is regulated by the Child Protection Policy.