Digital Signatures

Sample Signature

Jane Doe, Ph.D.
Title | 
Office or Department
University of North Carolina Wilmington
910.962.XXXX
xxxxx@uncw.edu | uncw.edu/our
Follow us: facebook.com/uncwilmington | uncw.edu/twitter

NOTICE: Emails sent and received in the course of university business are subject to the North Carolina Public Records Act (N.C.G.S. §132-1 et seq.) and may be released to the public unless an exception applies.

Guidelines for Using Digital Signatures

These guidelines apply to email messages sent from university-owned computers and mobile devices using Outlook, Entourage or Outlook Web Access through the university Microsoft Exchange Server. Of primary concern are external communications with business partners, vendors and the community, as email signatures can be a tool to project a positive image and branding for UNC Wilmington.

Emails should be professional in terms of signature and other formatting. Email signatures should follow certain guidelines to fit with the overall branding of UNCW. As such, the style of address, tone, spelling, grammar and punctuation of all messages should reflect the standards of formal business communication.

Use of low-resolution images in email signatures is limited to official UNCW indicia, such as the “house” logo or Seahawk logo. Approved logos can be downloaded at www.uncw.edu/logos/.

Any questions regarding these guidelines should be directed to the Office of University Relations at our@uncw.edu.

Signatures should use:

• Plain text format to easily accommodate all types of users
• Consistent font, color and size for all parts – body, header and signature
• A pipe “ | “ in bold to separate items
What should be included in an email signature: 

• Name
• Job title | department
• University of North Carolina Wilmington
• Telephone and/or fax numbers (using periods not dashes)
• Email address | website address
• Optional: Links to official university-related Facebook or Twitter accounts
• Standardized legal disclaimer:
NOTICE: Emails sent and received in the course of university business are subject to the North Carolina Public Records Act (N.C.G.S. §132-1 et seq.) and may be released to the public unless an exception applies.

For professional communication, it is recommended that you not use:

• Colored text
• Large or complicated fonts (Non-standard typefaces and HTML may not translate well across email clients.)
• Non-UNCW related Images, clip art or graphics (Many email clients and mobile devices block the appearance of images. Images can also increase the size of email in-boxes exponentially. For those with in-box size limits, this can be problematic.)
• Background images or stationery
• Personal quotes (Refraining from the use of quotes or epigraphs is best practice for professional communications. It is important to avoid the potential confusion of external audiences assuming a particular statement represents the university's official slogan, ideology or brand promise.


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