University email signature standards
All K-State faculty and staff are provided with a K-State email account as an official communications channel for university business (cf. PPM 3410). As email is widely used to communicate with a variety of constituents, it is important that email appropriately represents the university and its business.
Why a standard email signature
Standardized email signatures create consistency and professionalism in representing the university through one of the most common forms of business-related communications. Using a standard email signature communicates contact information with clarity and ensures that the university is represented in a credible, uniform manner to constituents. Specifically, the K-State standard email signature is intended to create:
- Brand consistency
- A standardized signature reinforces K-State's identity and ensures that every employee's communication reflects a unified and professional image.
- Professionalism and credibility
- A clear, consistent signature conveys professionalism and builds trust. It signals attention to detail, enhancing how the organization is perceived.
- Contact clarity
- A standard format makes it easy for recipients to quickly find essential contact details—name, title and email at a minimum.
- Legal, accessibility and compliance needs
- Standardized signatures ensure that required legal disclaimers, confidentiality notices, or applicable state and federal law are uniformly applied to reduce liability and inform recipients of important information.
- Easier updating of standards and support
- Standardized templates simplify onboarding and ensure updates or branding changes can be implemented quickly and consistently.
To ensure that the university is represented appropriately, individual, religious or personal statements, including quotes, are discouraged for university business communications.
Email Signature Examples
K-State has adopted two standard email signatures that are variations based on communication needs. As most individual communications occur digitally, a shorter version that includes name, title and email is available that meets minimum standards. Approved optional contact information can be added to provide additional contact information. For situations where a mailing or physical address, phone, or other contact information is appropriate, a longer version with optional information is available. Additionally, disclosures related to Kansas Open Records Act (KORA), confidentiality, or protected information related to FERPA, can be used to communicate these situations. Below are email signature templates and a signature generator for use in university email signature standards.
Choose an example below:
Standard Simple Email Signature [optional items highlighted]-- First Name Last Name, [credentials – M.A., MBA, Ph.D., Ed.D, J.D.] Title Department, College or Division Kansas State University [XXX-XXX-XXXX] eID@k-state.edu [www.k-state.edu or unit site or K-State faculty profile site] [disclosures, if applicable]Full Signature with Mailing/Physical Address [optional items highlighted]
-- First Name Last Name, [credentials – M.A., MBA, Ph.D., Ed.D, J.D.] Title Department, College or Division Kansas State University [Building Name], [Room Number] [Street Address (e.g., 919 Mid-Campus Dr. North)] [Manhattan, KS 66506] [XXX-XXX-XXXX] eID@k-state.edu [www.k-state.edu or unit site or K-State faculty profile site] [disclosures, if applicable]
Or generate a signature: