Policies

Email Signature Style

  • Use black type in 11 pt.
  • Choose one of the following standard typefaces: Helvetica, Arial or Times New Roman.  Helvetica and Arial are similar to Myriad Pro, the typeface Union uses to complement Garamond in marketing materials. Unfortunately, Myriad isn’t a standard font on most PCs. Helvetica and Arial are similar enough to achieve visual consistency. Times New Roman is an option for those who prefer a more traditional look.
  • Do not use stylized fonts, such as bold or italic.
  • Do not use attachments of any kind, including the Union College logo, as part of your email signature.
  • Do not include quotes or slogans other than preapproved institutional messages.
  • Limit number of lines to 6.
Additional Rules Regarding Backgrounds and Body Text:
      • Do not use background graphics of any kind.
      • White is the only admissible background color.
      • Use black for body text.

In order to achieve a consistent “brand” for email signatures, the Office of College Communications has developed the following style:

External Signature:

Name
Title or Position
Office/Department
Union College | 310 College St.| Barbourville, KY 40906
606-546-NNNN | Fax 606-546-NNNN (optional)
name@unionky.edu

Internal Signature:

Name
Title or Position
Office/Department
ext. NNNN | Fax 606-546-NNNN (optional)

How to Create a Signature in Microsoft Outlook

To set up your email signature in Microsoft Outlook use the following step by step guide:

  1. Select Tools | Options... from the menu in Microsoft Outlook.
  2. Select Mail Format
  3. Select Signatures
  4. Click New.
  5. Type the text of your signature under Edit Signature.
  6. Try to limit your signature to 6 lines of text, and possibly use the standard signature delimiter (use the Shift key with the key directly above the Enter key on your keyboard to enter the pipe character).
  7. Save signature and click OK.

Rationale

It may seem rigid and uncreative to adhere to this policy, but it’s all about professionalism. Because of the wide variety of desktop and web browser email clients, a consistent signature can be difficult to achieve. The best rule of thumb? Keep it simple. 

Best Practices Considerations

  • Listing the website: Most (if not all) people recognize the email domain on your email address contains your website address. Since our email addresses have “unionky.edu,” it is not necessary to list the college website.
  • Fax numbers: Industry trends indicate that fax is slipping in popularity as a mean of communication, so it’s no longer necessary to list. Use your discretion.
  • Signature on every reply & forward: When continuing a conversation via email, there’s no need to include the signature in every response.
  • Confidentiality clause: If it is a necessary part of your business operations to work with confidential information, a confidentiality clause can be included at the bottom of the signature.