A university email signature for every faculty and staff member
Set the institution name, logo and layout once. Each person adds their own name, title, pronouns if they want them, and phone number.
What to include
- Name, with pronouns after it if the person wants them.
- Title, department or school, and the institution's name.
- Phone, email and the institution's website.
- One official logo, or none, as the institution's brand office decides.
- Contact details only, without personal quotes or slogans, as most university guidelines ask.
What university and school guidelines say
These are institutions' own published email signature standards, quoted or summarized. Your institution's brand office has the final word on its own.
- University at Buffalo: "Do not use quotations, aphorisms or other personal statements. Such statements may be objectionable to some recipients and may be misconstrued as the university's official position." University at Buffalo: email signature guidelines
- University at Buffalo: pronouns are "not required", and "an individual's pronouns generally follow their name." University at Buffalo: email signature guidelines
- UConn, for signatures made with its signature generator: "No additions to the email signature are allowed, such as quotations, logos, icons (including social media), or other images." UConn: email signatures
- Clemson: a logo is allowed with alt text, the signature "should not be longer than 12 lines", and quotes and epigrams are discouraged. Clemson: email signature guidelines
- Section 508 checklist for federal email: the "signature block complies with agency policy and is free of slogans and personal or extraneous statements or messages." Section508.gov: checklist for accessible email
- Douglas County School District, Nevada, Policy 814: every employee's signature lists name, official title, school or department, district, email, phone and district website, and "a standard legal disclaimer will be contained in the footer of all email signatures." Douglas County School District Policy 814
Sources checked 2 October 2026.
One layout the whole institution keeps
Most published university guidelines ask for the same thing: one fixed layout, one official logo or none, and the same font for everyone. On Signatoro the institution or department sets that once, and each person fills in only their own details, so the layout stays as the brand office wrote it.
See it rendered
Line
Four lines, no picture. The default.
| Ana Ruiz, PhD (she/her) |
| Associate Professor of Biology, Lakeview State University |
| +1 608 555 0126 · aruiz@lakeviewstate.edu |
| lakeviewstate.edu |
Best for any team and any thread: text only, so it reads the same in every mail app, on a phone and with images turned off.
Mark
Logo beside a hairline, or your photo if there is no logo. Company first.
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|
Best for company-first mail, such as a firm, a brokerage or a shared inbox, where the logo should lead.
Portrait
Round photo, or your logo if there is no photo. Person first.
 |
|
Best for people clients meet in person, such as agents, advisors and recruiters, where a face builds trust.
Stack
One fact per line under an accent rule.
| Ana Ruiz, PhD (she/her) | |
| Associate Professor of Biology | |
| Lakeview State University | |
| +1 608 555 0126 | |
| aruiz@lakeviewstate.edu | |
| lakeviewstate.edu |
Best for long titles and several contact lines, kept easy to read on a narrow phone screen.
Compact
One line, for replies.
| Daniel Brooks · Admissions Counselor, Office of Undergraduate Admissions, Lakeview State University · +1 608 555 0172 |
Best for replies and internal mail, where a full signature in every message is too much.
Make yours from these templates
Pick a template above or start from the one below. Change the details to yours and copy the signature into Gmail, Outlook or Apple Mail. It is free and needs no account.
Questions people ask
Can faculty and staff add a favorite quote?
Should a university signature include the logo?
Are pronouns allowed?
What should a student email signature include?
What should a teacher email signature include?
Does FERPA require a confidentiality footer?
Built into every signature
- A shared company footer - logo, layout, color, font, review badge and booking button - that every member's signature follows.
- Logo and photo support, hosted so they show without attachments.