Use of the email system is subject to the Email, Voice Mail, and Network Access Policy. Email correspondence is the electronic version of the stationery system, and as such, should adhere to the same graphic standards as printed letterhead and stationery. See samples of acceptable email signatures.

Email Background
Email backgrounds should remain white. "Stationery" attachments that add background graphics, such as notebook paper, borders, etc., should not be used.

Email Body Font
Acceptable fonts are Arial, Calibri, Gill Sans, Times New Roman, or Verdana. See Email Signature Font.

Out-of-Office Messages
Out-of-office messages should be turned on when you are out of the office or unable to access email for a significant period of time. The message should include the dates you will be away, the date you will return, and whom to contact for assistance during your absence.

Email Signatures

Standard email signature format

Signature Font
Email signatures should be in the same font as the body of the email. Acceptable fonts are Arial, Calibri, Gill sans, Times New Roman, or Verdana. Signatures should be the same font size or smaller than the body font. Font color should be black or maroon.

To apply the correct maroon to the text of your email signature, open the Signatures and Stationery window in Outlook to edit your signature. Select the text you want to be maroon and click on the type color drop-down menu. (If the text you've highlighted is black, it should say "Automatic" in the menu box.) Select "More Colors" to open the Colors window, and click on the "Custom" tab. Make sure the color model is set to RGB, then enter the following values: R = 111; G = 31; B = 23. This will most closely match Puget Sound maroon.

Please refrain from using cursive fonts to "sign" your name in email messages and signatures.

Required Information and Formatting
Email signatures must contain the following information:

  • Name (Include first and last name. Puget Sound alumni and/or parents are encouraged to include related class years.)
  • Professional title
  • Name of the university
  • Department/Office name
  • Mailing address with campus mailbox number
  • Phone number (Use periods to separate area code, prefix, and line number: 253.879.2673)
  • University Web address (; do not include "http://")

Signatures also may include:

  • Department or office website (replacing the university website)
  • Physical location on campus
  • Additional contact numbers, such as fax, cell, second work line, TDD, or home numbers
  • Alternate email address (do not include the email address from which the message was sent)

See our Email Signature Add-ons page for guidelines about including event or program logos, recipient disclaimer language, and more to your signature.

What Not to Include
Your email is an electronic version of Puget Sound letterhead. Your email signature should not include:

  • Personal information, such as personal websites, blog addresses, quotes, etc.
  • Links to or logos of websites, groups, or organizations not related to Puget Sound
  • Background images or decorative elements, such as clipart, graphics, emoticons, etc.
  • The email address from which the email message was sent