UBC Brand Email Signature
Every day UBC faculty and staff send thousands of email messages to colleagues, students, and external organizations.
How our university is represented in these digital communications is important and UBC Brand Email Signature templates have been created for UBC faculty and staff.
General Guidelines
Because of the wide variety of desktop and web browser email programs, a consistent signature can be difficult to achieve. The following guidelines will help you to decide what is and is not appropriate:
- Please use the typeface provided in the email signature template. Non-standard typefaces and HTML may not translate well across all email programs.
- Use white as the background colour (generally the default). Avoid using any graphics, colors or backgrounds other than those specified below.
- If you are going to include the image of the UBC Full Signature, only use it as outlined below.
- Refrain from including quotations or other philosophical statements.
- Make it easy for people to contact you by providing clickable links to URLs and emails.
- Only include your UBC-related phone numbers, emails, websites and social media accounts.
- If you wish to include urls for your unit’s social media channels, along with your unit’s website, just list the url without the logos/icons for the various channels.
- Please review the UBC Brand Email Signature Specifications for full details on the format of the signatures.
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Format Options
The UBC Brand Email Signatures have been designed using a web safe font that is similar to the UBC Brand font, Whitney, and with three colour options for you to choose from– UBC Blue, UBC Grey, and black.
UBC Brand Email Signature Internal version:
- The shorter version is most appropriate for internal email recipients.
- On email exchanges among UBC colleagues.
- On repeat or multiple interactions with project teams, client interactions, etc.
UBC Brand Email Signature External version:
- The longer version is most appropriate for external recipients.
- Use for all external email messages going to the community, donors, government, vendors, partners, and other Universities or external entities on behalf of UBC.
- On initial correspondence with project teams, client interactions, etc.
UBC Brand Email Signature Sub-identity version:
- An additional sub-identity logo may be placed below the UBC Full Signature after two full returns.
- The UBC Signature must be the same size or larger as any sub-identity logo. Please also ensure that there is sufficient clear space around the UBC Full Signature per the UBC Brand Guidelines.
UBC Brand Email Signature Plain text version:
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User Instructions
- To obtain the UBC Brand Email Signature templates, send an email to email-signature@exchange.ubc.ca and ensure that UBC Brand Email Signature is included in the subject line.
- You will receive an auto-reply email with the subject ‘UBC Email Signature Templates’ which will include your UBC Brand Email Signature templates.
- Instructions for adding email signatures in commonly-used email programs:
- Copy and paste the email signature that you choose into your email program’s signature tool for all outgoing messages.
- Please review the UBC Brand Email Signature Specifications before copying and pasting the signature into your email program’s signature tool.
- Add and edit your name, title, website, email, faculty/unit and contact information etc. as formatted in the template. If located in the Okanagan, add your office number before your address. Delete any fields that do not apply.
- Edit your website and email addresses in your email program’s signature tool. Be sure to test your hyperlinks for your Websites and Email addresses.
- You have the option to create both an internal and external version of your signature, or just one if that suits your needs.
- To create two different email signatures (Internal and External), you need to create a ‘new’ signature twice and name them respectively. Select the email signature of your choice as your default signature.
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Disclaimers
If using a disclaimer in your email signature, the text should be:
- Arial Italics
- Size set at 9pt
- The same colour choice as your email signature
Sample Sustainability Disclaimer:
Think of the environment before printing this email.
Sample Confidentiality Disclaimer:
The information contained in this e-mail message and any attachments (collectively “message”) is intended only for the personal and confidential use of the recipient (or recipients) named above. If the reader of this message is not the intended recipient, you are hereby notified that you have received this message in error and that any review, use, distribution, or copying of this message is strictly prohibited. If you have received this message in error, please notify the sender immediately by e-mail, and delete the original message.
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About
An Email Signature is the block of text containing your pertinent contact details and institution information that is automatically appended at the bottom of an email message.
The UBC Brand Email Signature is designed to deliver brand consistency electronically across university faculties, departments and offices to our internal and external audiences. Consistency in design, colour and type is important to reinforce the university’s identity.
If you have questions about the UBC Brand Email Signature, please contact public.affairs@ubc.ca.
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