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Signature Guidelines

Email Signature Best Practices

Keep the Email Signature Professional

Regent University email is not a forum for personal expression through the use of fancy typefaces, images, graphics, favorite scripture verses or quotations, etc. In order to preserve and promote the brand of Regent University, it is recommended to observe the following guidelines.

Start With a Visual Separator

It's a simple tip, but there needs to be a visual separation to mark where the body of your message ends, and where the signature begins. The rule of thumb is to use the "–" at the end of your message.

Length

We recommend not more than eight lines, with a maximum of 72 characters per line (limit length to keep text on one line and avoid unsightly wraps). Three or four lines is ideal but not always practical, especially for first time correspondence.

Fonts

Legibility is most important. Use common, legible fonts such as Calibri, Arial, Verdana (sans-serif), Times New Roman, Cambria or Georgia (serif). Avoid using decorative, elaborate, script or ornate typefaces.

Colors

Black type is the most legible and recommended text color for your signature. Darker gray shades are also acceptable. Avoid the use of background color on your emails. Not only does it limit legibility, but high levels of ink usage can occur when emails are printed.

Logos, Images and Graphics

It is best not to use logos, images and graphics in email signatures. Due to standard privacy settings, most email clients store images as attachments rather than displaying them. Others may distort or exclude the logo, image or graphic altogether.

If it is important to include the logo in your signature, it is best to use the following absolute URL to insert the logo in the proper place: http://www.regent.edu/images/general/Ru_logo_emailsig.jpg
This will maintain consistency of use and proper sizing.

Creating a signature as a graphic image is discouraged. Again, most email clients store images as attachments and your signature graphic will not be seen unless the recipient allows it. Also, if you present your signature as an image, your correspondents will have a hard time knowing when you have sent a genuine attachment.

Including a vCard in your standard message is not recommended, as it adds size and appears as an attachment. However, you may consider attaching it for first-time correspondence if necessary.

Social Media

Only reference official* Regent University pages and sites. Do not include personal IM, Facebook or Twitter, links, etc. or any sites not recognized as an official social media site. Also, do not include personal URLs. Again, this should only be done in text format with an embedded hyperlink.

*Official Page links are:

www.facebook.com/regentuniversity
www.youtube.com/regentuniversity
www.twitter.com/regentu
www.instagram.com/regentuniversity
www.linkedin.com/edu/regent-university-19595

Quotes, etc.

The use of personal favorite quotations or scripture verses, etc. in Regent University email signatures is discouraged. It adds unnecessary length to the signature. This is perfectly acceptable for personal correspondence, however, it is not considered a professional best practice.

Include a shorter signature on replies and forwards

It is best practice to have two email signatures. One should be a longer email signature for first time or introductory emails. Any subsequent signatures should only include the essentials such as name, title, company, phone, email address and website URL. For internal purposes, a shortened version is acceptable, but still keep it professional in nature, not personal.

Template: Full or Long Signature

Please Note: Depending on your role, not all fields may be applicable.

LINE 1: First name, Last name, and professional or academic title, as appropriate

LINE 2: University Position Title

LINE 3: Regent University followed by appropriate School or Department

LINE 4: Mailing Address (Include office location/mail drop after street address)

LINE 5: Office Phone (cell, toll-free and fax numbers optional) (Personal numbers not recommended but allowable) separate by pikes (" | ")

LINE 6: (OPTIONAL) Email Address | Web Address (School or departmental address only) | Appropriate Social Media Link(s) Limit to two or three. Regent's official Facebook, YouTube and Twitter sites are preferred. However, if appropriate, other university links may be used instead

(NOTE: Only use clickable embedded links to keep the line short and easier to read.)

LINE 7: Hard Return (empty line for separation)

LINE 8: Logo if necessary or the following tagline: (Italics) Regent University. Christian Leadership to Change the World.

Examples

Separator

--

Line 1:

Jane Doe, MA

Line 2:

Vice President of Marketing & Public Relations

Line 3:

Regent University

Line 4:

1000 Regent University Drive, ADM225, Virginia Beach, VA 23464

Line 5:

Office: 757.352.4874 Fax: 757.352.4388

Line 6:

Website | Twitter | Facebook | Youtube | Instagram | LinkedIn (optional)

Line 7:

(optional)

--

Jane Doe

Assistant to the Dean

Regent University College of Arts & Sciences

1000 Regent University Drive, RH460, Virginia Beach, VA 23464

Office: 757.352.4500 Fax: 757.352.4376

Website

Regent University. Christian Leadership to Change the World.

Alternate (Excludes email and web links and space before tagline)

--

Jane Doe

Assistant to the Dean

Regent University College of Arts & Sciences

1000 Regent University Drive, RH460, Virginia Beach, VA 23464

Office: 757.352.4500 Fax: 757.352.4376

Regent University. Christian Leadership to Change the World.

--

John Doe, M.HR, M.Ed., USN-Ret.

Director of Military & Veterans Affairs

Regent University College of Arts & Sciences

1000 Regent University Drive, DIV180, Virginia Beach, VA 23464

Office: 757.352.4500 Fax: 757.352.4376

Website | Twitter | Facebook | Youtube | Instagram | LinkedIn (optional)

 

Email Signature Logo File Download

Please remember that according to reported best practices, it is best not to use logos, images and graphics in email signatures. This is due to the fact that most standard privacy settings and most email clients store images as attachments rather than displaying them, and your signature graphic will not be seen unless the recipient allows it. Also, your correspondents will have a hard time knowing when you have sent a genuine attachment.

If it is however, important to include the logo in your email signature, you can download the file (by using the download button above right) or you can use the following absolute URL:

http://www.regent.edu/images/general/Ru_logo_emailsig.jpg.