Topic 2: Email Signature Format & Voice Guidelines

Topic 2: Email Signature Format & Voice Guidelines

Objective:
To create a standardized email signature across the district and ensure email communication maintains a professional, approachable tone that reflects the district’s mission and identity.

Internal and External Stakeholders:

• Internal: All District Employees

• External: Families, Community Partners, Vendors

Step-by-Step Operations Procedure:

1. Staff set up email signatures using the district-approved format.

2. The Program Manager of Communications and Strategic Initiatives provides a template including:

   • Name

   • Title

   • School/Department

   • Phone number

   • Email

   • District logo or Ram Pride slogan (optional)

3. The tone of emails must be professional, clear, and aligned with district values.

Step-by-Step Communications Procedure:

1. Email tone should be courteous, constructive, and student-centered.

2. Avoid slang, excessive abbreviations, or informal phrasing.

3. Use district slogans like “Ram Pride” as sign-offs when appropriate.

4. The Program Manager of Communications and Strategic Initiatives may conduct periodic audits or offer guidance on tone and structure.

Possible Communication Mediums:

• District Email System (Google Workspace)

• Staff Training Documents

• HR Onboarding Toolkit