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Email Signature Best Practices

This document provides information about UW–Madison's best practices for email signatures.

Best Practices

Do:

  • Choose accessible fonts such as Arial, Tahoma, or Verdana, and use at least 12-point font suze
  • Include alt-text for any images, including logos

Don't:

  • Use bullet points
  • Include inspirational or famous quotes
  • Add legal statements
  • Include an e-signature or personal contact information

Personal Preference:

  • Including pronouns
  • Using the UW or departmental logos
  • Adding boilerplate language like equal opportunity statements, land acknowledgment statements, etc.

See the full guide for more information and context

Examples

On-Brand Email Signature

Buckingham U. Badger
Official Mascot & Spreader of Goodwill
University of Wisconsin–Madison
Bascom Hall
500 Lincoln Drive
Madison, WI 53706
608-867-5309
bubadger1@wisc.edu
he/him/his

Problematic Email Signature

[headshot] [e-signature]

Buckingham U. Badger
Official Mascot & Spreader of Goodwill
University of Wisconsin–Madison
Bascom Hall
500 Lincoln Drive
Madison, WI 53706
Office phone: 608-867-5309
Cell phone: 608-555-4102
Email: bubadger1@wisc.edu

    • CONFIDENTIALITY NOTICE: This message and any accompanying documents contain information belonging to the sender which may be confidential and legally privileged. This information is only for the use of the individual or entity to which it was intended. If you are not the intended recipient, any disclosure, copying, distribution, or action taken in reliance on the contents of the information contained in this message and any accompanying documents is strictly prohibited. If you have received this message in error, please contact the sender immediately and delete the message. Thank you.

"Those are my principles, and if you don't like them... well, I have others." -- Groucho Marx