Table 3 Approach to email correspondence

Corresponding authors are typically the first point of contact when requesting study data via email

Send emails using a professional organizational email account rather than a personal email account (eg. @gmail.com, @hotmail.com)

When possible, send emails on behalf of a well-known research organization, from someone with professional authority or from a personal acquaintance

Include the primary investigator, research coordinator and key team members in requesting emails

Include obvious keywords in the subject line allowing easy message retrieval

Clearly define a purpose and exclude use of acronyms as well as emotional cues

Express concern for alternative duties and avoid rude, irritating, or unprofessional language

Describe recognition for data sharing

Request a teleconference or in-person meeting to discuss several issues in a brief period

Attach a study protocol and other important documents to requesting emails

For each study, generate a list of contacts and corresponding responsibilities