Email Writing

Avoid creating emails that appear malicious or unofficial by following these guidelines.

  • When including links in an email, leave them as plain text URLs or use the official OSU URL shortener:
  • If your email is asking a user to engage in a process, include a brief step-by-step guide.
  • Make sure you write your email with plain, professional language and a human tone. For more on this, check out the writing guidelines.
  • Does your email come from a no-reply? See if you can alter those settings to make it come from a real person.
  • Use a standard University Information & Technology email signature. (Found below)
  • Good phishing attempts will use branding in their emails, but that doesn't mean we shouldn't. If you are using orange anywhere in your email, make sure to use official Beaver Orange, Hex: #d73f09 RGB: rgb(215,63,9)

For more on writing, check out the University Brand Guide.



Email Signatures for University Information & Technology staff

In an effort to create consistency and visibility with UIT, Andrea has requested that all UIT employees and student staff follow the following specifications for email signatures. There are three styles provided depending on use-case and personal preference. Additional options for physical location and pronouns appear at the end of this document.

Signature Templates


When should I use the email signature?

  • Emails that can or will travel to a person or group external to University Information & Technology
  • Emails that are professional/work-related in nature
  • At minimum on the first email of a thread