Email signature best practices

Your email signature can help to ensure that your Goshen College email meets professional standards, represents the quality of your work and provides relevant information about the college and your department. Here are suggested guidelines to consider when creating or updating your Goshen College email signature:

  • Use a simple font—Some fonts are easier to read on computer monitors and screens than others. Simple font families in Zimbra include Sans Serif, Garamond, Elegant and Professional. Other easy-to-read fonts are Verdana, Georgia, Tahoma and Calibri.
  • Stick to black—Black type is the most legible and recommended text color for your signature. Darker gray hues are also acceptable.
  • Avoid images—Since different email clients process images in different ways, including an image in your signature runs the risk that your image will be seen as an attachment instead. Not only does an image increase your message size, it could even cause it to be blocked. There are ways around this, but it’s best to just avoid images altogether.
  • Keep it narrow—It is likely that some people receiving your emails will read them on a mobile device. An overly wide signature can result in a messy and confusing layout.
  • Consider creating several different signatures— Different messages sometimes require different signatures. Emails to off-campus contacts may require a more thorough signature, while messages between coworkers might require a simpler signature. Take this into consideration and create several options that you can choose from. Need help creating a signature?

Here is a template for creating your email signature. Depending on your role at GC, not all fields may be applicable.

Name (First, Last, and professional or academic title, as appropriate)
Position Title
Department
Goshen College
(Optional) Office location or GC mailing address (Include this if it is relevant to the recipient)
Phone Number (Fax number optional)
College or departmental web address
(Optional) Links to social media

EXAMPLE

James Townsend
Vice President
Enrollment Management & Marketing
Goshen College
(p) 574-535-7368

- or -

James Townsend
Vice President
Enrollment Management & Marketing
Goshen College
Administration Building, room 13C
(p) 574-535-7368
www.goshen.edu/admission
Twitter | Facebook | Instagram

Any other information you might include in your signature can lengthen your signature (and your email), making it more difficult to process and/or print, and may distract from the professionalism and clarity of your message.