Communication Rules

Clear, timely, and consistent communication is essential for smooth cooperation between committees. Please keep the following guidelines in mind:

• Keep Your Contact Information Updated on the EP

National Committee members should ensure that their contact information on the EP is always up to date. This makes it easier for other committees to reach the right people and ensures that features such as IAESTE Meet automatically use accurate contact details.

• Respond Within 48 Hours

Please note that per the Exchange Practical Guide and the Exchange Quality Policy, you must respond to emails within 48 hours, even if you do not yet have a complete answer.

You do not need to wait until you have all the information before replying. If you need more time, simply acknowledge the message and let the sender know that you have received it and are working on it. This helps avoid leaving conversations open and ensures the other committee knows their request is being handled.

• Use the Right Communication Channel

WhatsApp and other messaging platforms can be used for communication when both parties are comfortable with them. However, official communication and important exchange-related matters should be handled via email to ensure that information is properly documented and easy to refer back to.

• Use IAESTE Meet for Online Meetings

When scheduling online meetings, IAESTE Meet is the preferred option. While its use is not mandatory, it helps keep exchange-related meetings organized within the EP. Keeping your contact information updated on the EP also makes scheduling easier, as the relevant contact details can be directly retrieved when setting up a meeting.

• Communication Issues

If you experience communication issues with another committee, please do not hesitate to ask for support. You can CC the IAESTE Global Exchange Team at exchange@iaeste.org in your communication, or contact us directly for help in resolving the issue.