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Fort Lewis College Official Seal

Policy identification number: MARK-003

File: Marketing and Communication Policies

Email Signature Guidelines

Policy Summary

Recommended guidelines for e-mail signatures for faculty and staff for @fortlewis.edu e-mail accounts. 

Policy Owner

Vice President for Institutional Advancement

Approval Date

October 2, 2015

Effective Date

October 2, 2015

Search Terms

vpia, e, s, email, signature

Scheduled for Review

Fall 2020

Policy Statement

The following are recommended guidelines for e-mail signatures for faculty and staff for @fortlewis.edu e-mail accounts. 

Less is more: E-mail signatures should not be longer than 10 lines. Go wider rather than longer for your recipient’s convenience.

Example:        

Dr. Andy Smith, Professor of Economics
School of Business Administration, Fort Lewis College
110 Education & Business Hall
office 970-247-7444
cell 970-123-1111
www.fortlewis.edu/soba

Digital media mentions (websites, LinkedIn, Facebook, etc.) should be that of the College, and not personal sites. 

Images and logos: Do not use images or logos within the e-mail signature. Images can come across as attachments and appear chaotic. Many e-mail services and mobile devices block images. Images can also increase the size of e-mail in-boxes exponentially. This can be an issue for those with in-box size limits.  Additionally, images cause longer term issues for archival purposes for the sender (FLC) and the recipient. 

Customized backgrounds:  “Personal stationary” including background patterns or colors should not be utilized as it often does not translate well on mobile devices which constitutes a growing majority of users.

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 College's official slogan, ideology, or brand promise.

Taglines: Departments or divisions wishing to include a tagline should submit it to their Vice President for approval. Upon approval, others in the department or division can use that tagline.

Fonts:  12-point Calibri or Cambria is recommended, or your e-mail default font. Please note that non-standard typefaces, colors, fonts that are bolded, italicized, or blocks that include graphics and/or in HTML may not translate well when viewed by your external recipients, so it is best to avoid these.  

vCards: While vCards can be a convenient way to share contact information, they add bytes and appear as attachments. It might be valuable to use a vCard for an initial correspondence, but sending it every time is redundant.

Suggested format

A. FLC email signatures should contain the following and in order:

  1. Full name, Official title(s)
      1. Courtesy title optional
  2. Department name, Fort Lewis College
  3. Office address (optional)
      1. Using this format: 46 Berndt Hall
  4. Office phone number
      1. Using this format: office 970-247-7444
  5. Mobile phone number (optional)
  6. www.fortlewis.edu (or departmental website)
  7. FLC Digital media links (sans logos)

Use font Calibri or Cambria, 12 point.

Sample:

Dr. Andy Smith, Professor of Economics
School of Business Administration, Fort Lewis College
110 Education & Business Hall
office: 970-247-7444
cell: 970-123-1111
www.fortlewis.edu/soba

Reason for Policy 

Email is our most common form of day-to-day communication and therefore one of the most visible ways that we communicate. Clear, consistent email identification strengthens the Fort Lewis College brand to our external audiences.

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