MarCom Studio


Email Signatures

Consistent email signatures deliver a visually coherent look across university departments and offices.

Just as our business cards follow a standardized approach, email signatures should be consistent. Consider your email signature as your digital business card, and include the appropriate information.

Recommended Information

Email signatures should include:

  • Your name
  • Department or college
  • Phone number
  • Fax number (if applicable)
  • Job title
  • Name of the university
  • Postal address
  • Cell number (if applicable)


Please note the following guidelines:

  • Personal quotations or philosophical statements should not be included as part of your signature. Your UTSA signature is a direct representation of the university’s viewpoint.
  • Watermarked, colored or photographic backgrounds in emails are not permitted as they often make correspondence difficult to read and are not always compatible with other email programs.
  • Preferred font and size: Arial 10 point.
  • Email address is not encouraged as it is included in your email message
  • When applicable, professional designations or certifications may be placed directly after your name. For example: Jane Doe, FAIA.
  • When required, the confidentiality clause can be included at the bottom of the signature:

    This e-mail message is intended only for the personal use of the recipient(s) named above. If you are not an intended recipient, you may not review, copy or distribute this message.

    If you have received this communication in error, please notify the sender immediately by e-mail and delete the original message.

  • Social media links should not be included as part of your email signature. If it is necessary, do not use images, only links because images add attachments to each email you send.



Below is an example of an appropriate UTSA email signature:

FirstName LastName

The University of Texas at San Antonio
One UTSA Circle
San Antonio, TX 78249
p: 210.458.####
c: 210.###.####