Official email signatures

Last updated October 2023

The University of Waterloo has a standardized email signature for faculty and staff, ensuring our emails align with the university's brand identity and maintain consistency. Each email represents the University of Waterloo, emphasizing the importance of uniform information and brand adherence.

Please avoid using unauthorized images or logos in your email signature, except for the university's official logo. Kindly refrain from adding extra slogans, taglines, or images.

Formatting

The font for both external and internal signatures is Georgia or Verdana. The font size is 11 point and the colour is black.

Basic Signature

The basic signature for the University of Waterloo includes your name, degree(s) (optional), position title, college or administrative unit, faculty or office, address and telephone number. You can download the email-optimized University of Waterloo logo here.

Examples

Jane Sample, MBA
Manager, External Communications
University Relations
University of Waterloo
519-888-4567, ext. 12345

Signature options

In addition to the standard official signature option, you have the flexibility to include your pronouns and/or the territorial acknowledgment.

Pronouns

Jane Sample, PhD
they/them, she/her, they/them for example
Associate Professor

University of Waterloo
Department of Biology
Faculty of Science
200 University Avenue West, Waterloo, ON N2L 3G1
519-888-4567, ext. 12345

Territorial Land Acknowledgment

Jane Sample, PhD
they/them, she/her, they/them for example
Associate Professor

University of Waterloo
Department of Biology
Faculty of Science
200 University Avenue West, Waterloo, ON. N2L 3G1
519-888-4567, ext. 12345
Mobile: 519-123-4567
uwaterloo.ca/biology
@uWaterloobiology

The University of Waterloo acknowledges that much of our work takes place on the traditional territory of the Neutral, Anishinaabeg and Haudenosaunee peoples. Our main campus is situated on the Haldimand Tract, the land granted to the Six Nations that includes six miles on each side of the Grand River. Our active work toward reconciliation takes place across our campuses through research, learning, teaching, and community building, and is co-ordinated within the Office of Indigenous Relations.

Items to avoid

In order to keep all University signatures consistent, avoid including the following:

Your email address. The recipient already has it.
Inspirational quotes. Some users may be offended, and the quote selected may not support the Waterloo brand.
Links to personal social media accounts.
Disclaimers, sustainability statements or anti-phishing statements, unless they are required.
Unauthorized formatting, including bold, italics, colours or font sizes.
Graphics, other than the University of Waterloo email optimized logo. Many people use text-only email systems and won't be able to see them. Images may not display properly in other email programs, and a distorted image harms the Waterloo brand. Often, images are treated as attachments and can clog a user's inbox or cause email to be filtered as spam.