E-mail Signature Standards

A standard, consistent, and clean e-mail signature will present a more professional appearance for the college. The signature is designed to maximize contact information while promoting external websites to those who receive the messages. E-mail signatures should reflect a professional and consistent appearance for conducting college business through e-mail.

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

Less is more: E-mail signatures should not be longer than 10 lines. Go wider rather than longer, and use pipes (|) to separate components. Use two spaces between content and pipes.

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 clients and mobile devices block the appearance of images. Images can also increase the size of e-mail in-boxes exponentially. For those with in-box size limits, this can be problematic.

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.

Fonts: Use a simple 12-point standard font (preferred) or your e-mail client’s default font. Non-standard typefaces and HTML may not translate well across e-mail clients.

Rich text formatting: Use plain text so that the signature is compatible with all e-mail clients and devices. Avoid colors, special fonts, bold, italics, and graphics.

vCards: While vCards can be a convenient way to share contact information for some (using a .VCF compatible e-mail client), 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.

Standard E-mail Signature Format:


Ithaca College (appears on its own line)
953 Danby Road | Ithaca, NY 14850
Phone | Mobile phone (optional) | Fax (optional) [use hyphens to format numbers; include area codes]
E-mail address | Web address
An optional line to include your professional social network links is also acceptable on the last
line (see example below).

Sample Signatures:

Jennifer Campbell
Associate Vice President
Office of College Relations and Communications
Alumni Hall 228B

Ithaca College
953 Danby Rd. | Ithaca, NY 14850
607-274-3860 | 555-123-1234 mobile
jcampbell1@ithaca.edu | ithaca.edu
Follow us: facebook.com/ithacacollege | twitter.com/ithacacollege

Andrew Smith
Associate Professor and Chair
Department of Biology
Center for Natural Sciences 123

Ithaca College
953 Danby Rd. | Ithaca, NY 14850
607-274-3975 | 555-123-1234 mobile
asmith@ithaca.edu | ithaca.edu

ITS Support for E-mail Signatures

Instructions for adding or updating faculty and staff e-mail signatures can be found on the ITS website.

For additional technical support, contact the ITS help desk at 607-274-1000 or helpdesk@ithaca.edu.