Guidance on email signatures

As a small part of our effort to present a professional image, please adhere to the following guidelines in setting up your
email “signature.” The signature is a block of text that is automatically added to the end of the email message that contains your name, title, the agency name, the physical address of your agency office, city, state, zip code, phone number, fax number and agency website address. It should look like this:

Dr. Roark R. Horn
AEA 267 Chief Administrator
Administrative Services Center
3722 Cedar Heights Drive
Cedar Falls, IA 50613
Office Phone – 319-273-8204

  • Please refrain from adding quotes, sayings or other personal information to the bottom of your signature. If everyone put a one or two sentence quote in their signature (when multiplied by the number of emails each person sends in a year) the addition takes up valuable server and archiver space.
  • Avoid using different fonts or text colors due to some spam filters seeing those items as possible spam characteristics (e.g. a person with red cursive font would have their email weighted higher as possible spam versus the person who used blue/black Calibri font).
  • The use of one logo or picture is acceptable, but multiple pictures in the signature is also seen in some spam filters as possible spam.
  • Please use a standard font such as Arial, Verdana, Calibri, or Times New Roman.
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