Employee Email Signature Instructions
DISTRICT-WIDE EMAIL SIGNATURE AND PHOTO SPECIFICATIONS
OVERVIEW
Email is one of the most prevalent forms of communication within and outside of the District. As we regularly communicate with new people, all employees should use a standardized, consistent email signature that clearly identifies who we are to one another and to our stakeholders.
WHY
Email correspondence is often the first way we meet and sometimes the only way we communicate with some stakeholders. Consistent, professional formatting helps us make a strong first impression and a lasting one. This also enables quick identification and supports cybersecurity efforts. Standardized email signatures are a common practice among businesses and organizations, allowing the recipient to quickly and easily identify the sender. Ultimately, when communicating with our families, the most important things they want to know are who you are, how you are connected to their child, and how they can contact you.
The uniform signature guidelines below create consistency and validity and ensure accessibility, which furthers the identity of the District. It is also a staple of the professional world and should be considered part of our District branding.
EXAMPLES
A strong email signature clearly states the individual's name and title, along with their contact information. Your signature block should be set up as outlined below. It should be updated to reflect your name and contact information, but otherwise, no personalizations (colors, fonts, images, logos, quotes, backgrounds, etc.) should be made.
GUIDELINES:
- Use your first and last name followed by any earned professional degrees or credentials (ex., PhD, EdD, EdS, LPC, LCSW, BSN, LPN, RN, etc.). If you are unsure of an abbreviation, feel free to reach out to the Community Relations department for assistance.
- Only District or School titles should be listed (roles that you have been assigned by the LCR3 school district). Unofficial or non-school-designated titles/roles should not be listed.
- Signature blocks should be copied and pasted from this document or typed directly into the Google signature settings section and should not include graphics other than those specifically addressed in the next bullet point.
- The only allowed graphics are school-level distinctions ( State/National School of Character or Apple Distinguished School) or those otherwise directed by the District.
- Any variation requests must be approved by the Community Relations department.
VERBIAGE AND FORMAT
First and Last Name | Primary Title
Secondary Title(s), if applicable
School Name | District Name
School Phone | School or District Website
Exemplary Experiences, Trusting Relationships, Superior Instruction
EXAMPLE 1
Jane Doe | Pre-school teacher
Class sponsor, JV girls track assistant coach
Early Childhood Education Center | Lincoln County R-III School District
636-462-3020 | ecec.troy.k12.mo.us
EXAMPLE 2
Example 2:
Jane Doe | Pre-school teacher
Class sponsor, JV girls track assistant coach
Early Childhood Education Center | Lincoln County R-III School District
636-462-3020 | ecec.troy.k12.mo.us
Exemplary Experiences, Trusting Relationships, Superior Instruction
CREATING YOUR EMAIL SIGNATURE
The District preferred way is by using the LCR3 Email Signature Generator to create your District-approved email signature. Simply complete the form, and your signature will be automatically generated based on the information you provide.
Once you submit the form, you’ll receive an email at your District email address from lafarya@troy.k12.mo.us with your completed signature block, ready to copy and add to your email. If assistance is needed please contact the Community Relations Department.
Open and log in to your school provided Gmail account
- Click the gear symbol
in the upper right corner - Click See all settings
- Select “General” - first tab, usually already selected
- Scroll down about two-thirds of the way to “Signature”
- Copy, paste, and update from the examples above with your information
- Save and close
For additional instructions, Google “create Gmail signature”.
LCR3 EMAIL PHOTOGRAPH SETUP
When using Gmail, an option for the sender’s photograph is included. You can choose to leave this as the default (your initials) or add a professional headshot of yourself. Similar to the email signature block, the photograph that appears with your email should be professional and consistent, as it represents your professional role in our District. Please update this portion of your email by using the steps below.
You should be the only person in the photograph. The photograph should be clear, and you should be professionally dressed. This area should not include other individuals, graphics, caricatures, backgrounds, or designs. If a professional photograph is unavailable, please leave this in the default setting. If you would like a copy of your school photograph, please contact your building office.
- Open and log in to your school-provided Gmail account
- Click the gear symbol in the upper right corner
- Click See All Settings
- Select “General” - first tab, usually already selected
- Scroll down about two-thirds of the way to “My Picture”
- Click on “About Me”
- Click on the > to the far right of your photo
- Click Change and upload the photo of your choice that follows the above criteria
DISTRICT APPROVED EMAIL SIGNATURE SPECS
Font: Sans Serif (Gmail default font)
Font size: “normal”
Font enhancement: Only name, primary position, and district motto are bold
Phone number: List the phone number for your primary location/school*
Website link: Should link to the district website or your specific school website*
As a reminder, colors, fonts, graphics, quotes, or email backgrounds (other than expressly noted above) are not part of the email signature and should not be included in your professional signature block.
Find the row below that corresponds to your building, and choose one option to update your signature information.
*Please see below for phone numbers and district websites for all buildings.
Lincoln County R-III School District
- 636-462-6098
- www.troy.k12.mo.us
Lincoln County R-III Department of Transportation
- 636-462-4864
- www.troy.k12.mo.us/tranportation
Early Childhood Education Center
- 636-462-3020
- ecec.troy.k12.mo.us
Boone Elementary
- 636-528-1560
- be.troy.k12.mo.us
Claude Brown Elementary
- 636-462-5078
- cbe.troy.k12.mo.us
Cuivre Park Elementary
- 636-462-5218
- cpe.troy.k12.mo.us
Hawk Point Elementary
- 636-338-4366
- hpe.troy.k12.mo.us
Lincoln Elementary
- 636-528-1990
- le.troy.k12.mo.us
Main Street Elementary
- 636-528-2649
- mse.troy.k12.mo.us
Troy South Elementary
- 636-462-5081
- tse.troy.k12.mo.us
William Cappel Elementary
- 636-356-4246
- wce.troy.k12.mo.us
Troy Middle School
- 636-462-4934
- tms.troy.k12.mo.us
Troy South Middle School
- 636-462-5125
- tsms.troy.k12.mo.us
Ninth Grade Center
- 636-366-4450
- ngc.troy.k12.mo.us
New Horizons High School
- 636-462-4967
- nhhs.troy.k12.mo.us
Troy Buchanan High School
- 636-462-5148
- tbhs.troy.k12.mo.us