As one of the most frequently used forms of communication, e-mail messages should serve as a reflection of the institution. Because of the wide variety of formats used by faculty and staff, the university has adopted a standardized signature format to help e-mail signatures reinforce the University’s brand identity, as well as convey important contact information.
University of Houston e-mail signatures should include your name, job title, department name, the name of the university in red, your phone number and e-mail address. This information should be in the font Trebuchet 10 point, black type except the name of the university which should be in red.
Jane Doe, Department Manager
University of Houston
Reply signatures and those used on smart phone and tablets should be an abbreviated version of the above.
Jane Doe, Department Manager
Best Practices when creating an E-mail Signature
- Mailing Address & Mail Codes
- It’s not considered best practice to include a postal address as part of an email signature, but if you wish to, it should go below the email address. You may also list your mail code in this space if you wish.
- Most people recognize that the email domain contains your web address. Since some addresses use ‘central.uh.edu’ feel free to list the UH web site.
- Quotes shouldn’t be used in a university e-mail signature.
- Graphics or verbiage that are placed under or alter the email signature format, such as campaign slogans, may be allowed under special circumstances by contacting email@example.com.
- Fax numbers
- Industry trends indicate it’s no longer necessary to list.
- Faculty’s private practice
- State rules preclude university employees from using public resources to promote private entities. Please don’t list other employment in your email signature.
- Background Color
- Please don’t use watermarked, colored, or photographic backgrounds in your emails. They make your message difficult to read and do not render correctly in every email program. White is the only admissible background color.
- Professional licenses or certifications
- Feel free to add professional designations or certification directly after your name. For example: John Doe, FAIA or Jane Doe, Ph.D.
- UH is proud of its alumni, so graduates are welcome to add their grad year directly after their names in the email signature.
- While these are very important, the email signature is not the best location to communicate that information.
- Confidentiality Clause
- If it’s a necessary part of your job to work with confidential information, the confidentiality clause can be included at the bottom of the signature.
- Social Media
- If you’d like to include social media links, it shouldn’t be more than two. Usually it’s Facebook and Twitter. Do not include images, only the links.
Social Media Icons
Many UH colleges, programs, departments and business units use official UH social media icons in their social media accounts to express their connection to UH and to differentiate them from competing accounts. These icons are included among UH symbols and branding, and they should be protected as such. However, the social media icons are only available for use in social media and do not replace other official UH logos or marks.
- The social media icons can be used on social media outlets and as an image in related materials (such as flyers or postcards encouraging audiences to visit a UH social media site) to indicate the availability of social media.
- The social media icons cannot be used in lieu of the official University of Houston logotype or the interlocking UH.
- As an official UH symbol, the social media icons cannot be manipulated in any way.
- The social media icons may not be appended or integrated into or combined with any other image, photo or text.
- Digital copies of the social media icons are available by emailing firstname.lastname@example.org.