Email

Email remains one of the most visible and widely used tools in our daily work. Every message we send reflects UTMB’s professionalism, tone, and attention to detail. By following these standards, we ensure that our communication is clear, consistent, and aligned with the UTMB brand.

person wearing a labcoat writing at a laptop

Email Standards 

Using these settings ensures that branded UTMB email communications remain professional, readable, and aligned with our visual identity.

Email Signature 

Your @utmb.edu email signature is an important part of the UTMB brand. It helps ensure every message looks professional and consistent across the institution. Use the approved signature format shown in the example and include it on all university and business email correspondence.

No variations are permitted. Do not add additional graphics, icons, or language that implies affiliation, endorsement, or partnership. Social media logos and personal statements should not be included.

Email Privacy Statement

The UTMB email privacy statement is recommended, though not required. If you choose to include it, copy the approved text below and place it beneath your UTMB logo and contact information so it appears on all outgoing messages.

The information contained in this e-mail message may be privileged, confidential, and/or protected from disclosure. This e-mail message may contain protected health information (PHI); dissemination of PHI should comply with applicable federal and state laws. If you are not the intended recipient, or an authorized representative of the intended recipient, any further review, disclosure, use, dissemination, distribution, or copying of this message or any attachment (or the information contained therein) is strictly prohibited. If you think that you have received this e-mail message in error, please notify the sender by return e-mail and delete all references to it and its contents from your systems.

Institutional Email Style

These guidelines apply to official branded emails, such as institutional newsletters, messages from leadership, campus-wide announcements, and other communications designed and distributed on behalf of UTMB. For regular correspondence, the default Microsoft Outlook settings are acceptable.

To maintain a clean, consistent appearance across official communications, use Arial for all text:

  • Body text: Arial, 11 pt, black
  • Name (in branded signature): Arial Bold, black
  • Title and contact information: Arial, 8 pt, gray (#444444)
  • Privacy statement (if included): Arial, 8 pt, gray (#444444)

Email Best Practices

Professional, well-written emails reflect the credibility and integrity of the UTMB brand. Follow these guidelines to ensure your communication is clear, courteous, and effective.

  • Use a clear, informative subject line.
  • Include your approved email signature and the privacy statement, if applicable.
  • Proofread before sending—check spelling, grammar, and tone.
  • Use professional greetings and closings.
  • Limit exclamation points and avoid emojis.
  • Verify your recipients before sending, and make sure it’s appropriate to “Reply All.”
  • Be concise. Keep messages focused and easy to read.
  • Avoid humor or sarcasm, as they may be misinterpreted.
  • Be culturally aware. Communication styles vary across backgrounds and regions.
  • Respond promptly to messages whenever possible.
  • Check attachment sizes. When files are large, consider sending a link instead.

Download Files

Employees may download the latest brand assets by logging into the brand downloads portal. Users without access, including external partners, can request materials by visiting our brand support page.

Brand Downloads Portal