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Email signature

Following professional standards for email signatures helps Waterloo present a consistent, on-brand message while providing relevant information to help others communicate with us.

Because audience's needs are different, you may need to have more than one email signature set up in your email client to use for different purposes. For example, if your communication is primarily with stakeholders at the University (an internal audience) you may choose to set up an internal signature as your default signature.

Official email signature

People outside of the university will need information about how to reach us. Experts recommend keeping the external email signature as simple as possible.

Text should be Georgia or Verdana, 11 point, black. You may include information such as:

  • Name
  • Degree(s) and/or professional designation (optional)
  • Title
  • Faculty, administrative unit, centre or institute
  • University of Waterloo (location and full address are optional)
  • Phone number (Use the format 519-888-4567 ext. #####. You can include a +1 in front of the number for international audiences.)
  • A cell phone or fax number (if necessary. Use the format 000-000-0000)
  • Website and relevant social media accounts (optional; list without the "https://" prefix)
  • Email optimized University of Waterloo logo

Any official university messages should appear under the email signature.

Example 1:

Joe Example, MBA
Brand Guidelines Developer
Communications & Public Affairs
University of Waterloo
519-888-4567, ext. 77777

University  of Waterloo email optimized logo

Example 2:

Jane Example, PhD
Associate Professor
Department of Biology, Faculty of Science
University of Waterloo
200 University Avenue West, Waterloo, ON, N2L 3G1
P 519-888-4567, ext. 77777
C 226-845-5412
uwaterloo.ca/biology
@uWaterloobiology

University of Waterloo email optimized logo

Internal email signature

Our coworkers need to know who we are and how to contact us, but don't need our full address and other information.

Text should be Georgia, 11 point, black. You may include information such as:

  • Name

  • Degree(s) and/or professional designation (optional)

  • Title

  • Faculty, administrative unit, centre or institute

  • Phone extension (ext. #####)

Examples:

Joe Example, MBA
Brand Guidelines Developer
Communications & Public Affairs
Ext. 77777

Jane Example, PhD
Associate Professor
Department of Biology, Faculty of Science
Ext. 77777

If you are communicating with students, you may wish to include information such as your office location.

Items to avoid

  • Your email address. (If your audience receives your email, they have your email address already.)
  • 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.
  • Bold, italics, different colours or sizes of fonts.
  • 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.