Email Signatures

Business Cards & Signatures Business Cards & 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 because email signatures can be a tool to project a positive image and branding message for UNC Wilmington.

The format of one’s email should be professional in terms of signature and other formatting. Email signatures should follow certain guidelines to fit with the overall branding initiative at 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 images in email signatures is limited to official UNCW indicia, such as the UNCW house or the Seahawk athletics logo.

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

SIGNATURES NEED

Plain text format to easily accommodate all types of users
Consistent font, teal and size for all parts – body, header and signature
A pipe “ | ” in bold to separate items

WHAT TO INCLUDE

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 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.

WHAT NOT TO INCLUDE

Colored text, other than teal
Large or complicated fonts (non-standard typefaces and HTML may not translate well across email clients.)
Images, clip art, graphics (Many email clients and mobile devices block the appearance of images. Images can also exponentially increase the size of email inboxes. For those with inbox 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.)

Sample Signatures

Sample 1

Frederick S. Smith
Director | Office of Admissions
University of North Carolina Wilmington
(910) 962-5555
smithfs@uncw.edu | uncw.edu/admissions
Follow us: facebook.com/uncwilmington | twitter.com/uncwilmington

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.

Sample 2

Andrew Smith, Ph.D.
Associate Professor and Chair | Department of Biology and Marine Biology
University of North Carolina Wilmington
(910) 962-5555
smitha@uncw.edu | uncw.edu/bio

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.