# Email Signature Standard **Card ID**: `EML-{PROJECT}-{NNNN}` **Version**: 1.0 **Status**: Draft | Approved | Deployed **Effective Date**: {DATE} **Owner**: {OWNER_NAME} --- ## Overview This document defines the standard email signature format for {Organization Name} to ensure brand consistency across all professional communications. --- ## Signature Formats ### Standard Signature ```html

{Full Name}

{Job Title}

{Company Name}

{email} | {phone}

``` ### Minimal Signature ```html

{Full Name}

{Job Title} | {Company Name}

{phone} | {website}

``` ### Mobile Reply Signature ``` {Full Name} {Job Title} | {Company Name} {phone} ``` --- ## Required Elements ### All Signatures Must Include | Element | Required | Format | |---------|----------|--------| | Full name | Yes | First Last | | Job title | Yes | Official title | | Company name | Yes | {Company Name} | | Email | Optional | firstname.lastname@company.com | | Phone | Recommended | +1 (XXX) XXX-XXXX | ### Optional Elements | Element | When to Use | |---------|-------------| | Headshot | Standard signature only | | Social icons | External-facing roles | | Pronouns | Employee preference | | Credentials | Relevant certifications | | Campaign banner | Active promotions | --- ## Brand Elements ### Colors | Element | Color | Hex | |---------|-------|-----| | Company name | Brand primary | {#HEX} | | Links | Brand primary | {#HEX} | | Text | Dark gray | #333333 | | Secondary text | Medium gray | #666666 | | Divider | Brand primary | {#HEX} | ### Typography | Element | Style | |---------|-------| | Font family | Arial, sans-serif | | Name | Bold, 16px | | Title | Regular, 14px | | Company | Bold, 14px | | Contact info | Regular, 13px | ### Images | Asset | Specifications | |-------|----------------| | Headshot | 80x80px, circular crop | | Company logo | Max 150px wide | | Social icons | 20x20px each | | Campaign banner | 400x100px max | --- ## Social Icons ### Approved Icons | Platform | Icon URL | Alt Text | |----------|----------|----------| | LinkedIn | {URL} | LinkedIn | | Twitter/X | {URL} | Twitter | | Facebook | {URL} | Facebook | | Instagram | {URL} | Instagram | | YouTube | {URL} | YouTube | | Website | {URL} | Website | ### Icon Guidelines - Use brand-colored or monochrome icons - Maximum 5 social icons - Include only active, relevant profiles - Order: LinkedIn, Twitter, Facebook, Instagram, YouTube --- ## Headshot Requirements ### Photo Standards | Requirement | Specification | |-------------|---------------| | Format | JPG or PNG | | Dimensions | 200x200px minimum | | Display size | 80x80px | | Background | Solid color or professional setting | | Lighting | Professional, even lighting | | Attire | Business appropriate | | Expression | Professional, approachable | ### Photo Don'ts - Selfies or casual photos - Group photos or cropped images - Logos or graphics instead of photos - Outdated photos (>3 years old) - Heavy filters or effects --- ## Campaign Banners ### Banner Specifications | Attribute | Specification | |-----------|---------------| | Dimensions | 400x100px | | Format | PNG or GIF | | File size | < 50KB | | Link | Required, tracked URL | | Alt text | Required, descriptive | ### Usage Guidelines - Approved campaigns only - Maximum 1 banner per signature - Remove within 7 days of campaign end - Track link clicks via UTM parameters ### Current Campaign | Campaign | Banner | Start | End | |----------|--------|-------|-----| | {Campaign name} | {URL} | {Date} | {Date} | --- ## Disclaimer Text ### Standard Disclaimer ``` This email and any attachments are confidential and intended solely for the addressee. If you are not the intended recipient, please notify the sender immediately and delete this message. {Company Name} accepts no liability for any loss or damage caused by viruses or unauthorized modification of this email. ``` ### Legal Disclaimer (If Required) ``` {Company Name} | {Full Legal Name} {Registered Address} Company Registration No: {Number} ``` ### When to Include | Scenario | Disclaimer Required | |----------|---------------------| | External emails | Yes | | Internal emails | No | | Legal correspondence | Yes (extended) | | Marketing emails | N/A (use email template) | --- ## Role-Specific Variations ### Executive Signature Additional elements allowed: - Assistant contact information - Calendar scheduling link - Personal LinkedIn URL ### Sales Signature Additional elements allowed: - Meeting scheduler link - Current promotion banner - Direct booking calendar ### Support Signature Additional elements allowed: - Support ticket link - Knowledge base link - Chat availability --- ## Implementation Guide ### Email Client Setup **Outlook**: 1. File → Options → Mail → Signatures 2. New → Paste HTML 3. Set as default for new/reply emails **Gmail**: 1. Settings → See all settings → Signature 2. Create new → Paste formatted text 3. Set signature defaults **Apple Mail**: 1. Preferences → Signatures 2. Create new signature 3. Paste formatted content ### Testing Checklist - [ ] Renders correctly in Outlook - [ ] Renders correctly in Gmail - [ ] Renders correctly on mobile - [ ] Links work correctly - [ ] Images load properly - [ ] Social icons visible and linked - [ ] No broken formatting in replies --- ## Compliance ### Required for All Signatures - [ ] Company name spelled correctly - [ ] No unauthorized logos - [ ] No personal promotional content - [ ] No animated GIFs (except approved banners) - [ ] No inspirational quotes - [ ] Professional headshot (if used) ### Prohibited Content - Personal businesses or side projects - Political statements or affiliations - Religious content - Unauthorized certifications - Animated elements (unless approved) - Marketing claims without approval --- ## Update Process ### When to Update | Change | Action Required | |--------|-----------------| | Name change | New signature required | | Title change | Update within 7 days | | Phone change | Update immediately | | Headshot update | Recommended annually | | Campaign change | Follow banner schedule | ### Request Process 1. Submit update request to {department/system} 2. Provide required information 3. IT/Marketing provides updated signature 4. Install in all email clients --- ## Resources ### Downloads | Resource | Location | |----------|----------| | Signature generator | {URL} | | Icon pack | {URL} | | Brand guidelines | {URL} | | Headshot submission | {URL} | ### Support | Issue | Contact | |-------|---------| | Technical setup | IT Help Desk | | Brand questions | Marketing | | Headshot scheduling | HR | --- ## Approval | Role | Name | Signature | Date | |------|------|-----------|------| | Brand Manager | | | | | Legal | | | | | IT | | | | --- ## Version History | Version | Date | Changes | |---------|------|---------| | 1.0 | {DATE} | Initial standard | --- *Template version: 1.0 | MMK Framework*