Email signatures

Every email that comes from the University creates an impression, in the same way as letterheads or business cards.

A strong email signature for staff enables whoever we email to know they’re communicating with someone from the University of Birmingham. It also allows any user, internal or external, to easily know who they are talking with, and easily check contact information.

What should my signature look like?

There is a suggested email signature template for the University. This includes a number of fields which can be edited to customise your own signature.

Where you have an approved University logo lockup for your unit, this may be used in place of the University logo. See below for guidance on additional logos or images.

Email Signature Template

Below is the suggested email signature template for the University. However you can delete any fields that you don’t require to customise your own signature.

Download a guide:

Signature template (Word - 216KB)

Full Name
Role Title - Assistant Director of Email Signatures

University of Birmingham
Division/College – Email Signatures
Edgbaston, Birmingham, B15 2TT, UK
t: +44 (0)121 41X XXXX
Twitter / Instagram / Facebook / LinkedIn

Images and logos

Images can cause issues with emails being marked as spam, they can make the size of emails bigger than they need to be, and can cause display issues.

For these reasons, additional images (further to the University logo) should not be added to your email signature. The only exception to this is for time-limited institutional events, awards and campaigns, such as: University of the Year, the Green Heart festival, Birmingham In Action etc.

If you have a specific award or accreditation that you wish to highlight, you may add a single line of text about the award, with a hyperlink to a webpage with further information.


The University does not have a legal obligation to include a disclaimer as part of their emails so until further notice we have taken the decision not to include one at this time. However if you prefer to use a disclaimer statement please use this wording:

The contents of this email may be privileged and confidential. It may not be disclosed to or used by anyone other than the addressee, nor copied in any way. If received in error, please notify the sender then delete it from your system. Should you communicate with me by email, you consent to the University of Birmingham monitoring and reading any such correspondence.


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