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Email signature best practices at Kellogg

To ensure that Kellogg is referred to correctly and consistently in email signatures, the following standards should be applied to your signature files. You may copy and paste these two e-mail signatures into your Outlook signature files, then update the relevant information.

Click here for detailed instructions on creating signatures in Outlook.

Brief signature
Use the informal signature when sending messages to regular contacts. Copy the entire contents within the box to preserve line breaks before and after the signature.

--
First Last ’00
Title
Kellogg School of Management
Northwestern University

T 555.555.5555

Detailed signature
Use the formal signature when sending messages to new contacts. Copy the entire contents within the box to preserve line breaks before and after the signature.

--
First Last ’00
Title
2nd Title or Department Name (if needed)

Kellogg School of Management
Northwestern University
2001 Sheridan Road
Evanston IL 60208-2001
T 555.555.5555
Website | Twitter | Facebook

We believe that business can be bravely led, passionately collaborative and world changing.

E-mail signature best practices at Kellogg

  • Use common, legible fonts such as Arial 8-pt. type and minimal or no colored text. Kellogg purple is RGB 72-42-128.
  • 3 to 4 lines is ideal, with a maximum of 72 characters per line (limit length to keep text on one line) and not more than eight lines
  • Be concise. Include:
    • Name with Kellogg class year or degree if appropriate
    • Title
    • School and University names
    • Preferred contact method
    • Website
  • It is not necessary to include the many ways to get in touch with you. Include your preferred contact method.
  • Have two signatures from which to choose: a brief version and a detailed version.
  • Separate signature from content:
    --
    Begin the signature with a paragraph return followed by two hyphens, followed by a return. After the text, add one or two returns to visually separate your signature from other text on the page.
  • In the detailed signature, use the shortest form of URL possible. At Kellogg, it is not necessary to include “www.” or to end the URL with a backslash “/”. Be sure to test the URL to ensure it is correct.
  • Do not include:
    • Quotations: The quote may not represent the Kellogg or Northwestern brands, and you risk offending business associates.
    • Other non-work related information such as your personal Twitter, IM or Skype details

Images, logos and attachments in Kellogg signatures

  • The Kellogg and Northwestern names should be represented in text, not in logo format.
  • Do not create the signature as a graphic image. Most email clients store images as attachments. If you present your signature as an image, your correspondents will have a hard time knowing when you have sent a genuine attachment.
  • Do not include a vCard in your standard message, although you may consider attaching it for first-time correspondence.

Confidentiality clauses

  • Include a non-disclosure statement only if you are sending sensitive information.
  • If you must use one, make it short. Suggested text:

    This email and any files transmitted with it are confidential and intended solely for the use of the individual or entity to whom they are addressed. If you are not the intended recipient you are notified that disclosing, copying, distributing or taking any action regarding the contents of this information is strictly prohibited.

 

© Kellogg School of Management, Northwestern University
All Rights Reserved.
  Kellogg School of Management
2001 Sheridan Road
Evanston, IL 60208-2001
847.491.3300