School email signature
Email signatures for schools
Teachers, administrators and heads all write to parents and partners. A shared school signature makes those emails look like they come from one place, and keeps the office number and any notice the school wants on every message.
- Free and open source
- Works in Gmail, Outlook and 14 more
- Locked legal footer
- Runs on your own WordPress site
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The problem
Staff change every year, and the signatures do not follow
Schools have a regular turnover of teachers and administrators, many of whom are part-time. A signature set up by someone in IT three years ago has an old logo and a phone number that now rings a cupboard.
Parents write to teachers, not to the office, so the teacher’s email is often the first contact. A teacher with no signature leaves a parent unsure whether the email came from the right person at the right school.
What it quietly costs
Why it is worth fixing before the new term
At the start of term, staff who have just joined need a correct signature quickly. If setting it up takes IT time they do not have, it simply does not happen.
Many schools also want a note on every message, such as a privacy or safeguarding line. Left to individuals, that note appears on some emails and not others.
- Old logos and phone numbers still in use
- No signature at all from new or part-time staff
- The school’s notice appearing on only some emails
- IT time spent helping people paste images
How emailfooter fixes it
IT or the office sets it up once, and teachers add their own details
With emailfooter, the school email signature is managed by an administrator: logo, colours, address and notice. A new teacher accepts an invitation, adds their name and subject, and installs the signature by following steps for the mail app the school uses.
Thanks,
alex morgan!!
Greenfield Primary School
tel 0xx xxx xxxx / or try my other number
[ image001.png ]
Sent from my iPhone
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Both are examples. The firm and person are made up.
A single school look
The logo, colours and layout are fixed, so a message from the head and one from a new teaching assistant match.
The right numbers
Show the school office number on every signature, and let staff add a direct line only if the school wants that.
A notice on every message
Put the privacy or other school notice in the legal footer, where staff cannot remove it.
What to put in it
What a school email signature usually includes
Your school or authority may have its own rules about what staff may share, so check before you publish.
| Line | Why it is there |
|---|---|
| Name and role | Class teacher, head of year, school secretary. |
| Department or subject | Helps a parent see whether this is the right person. |
| School office number | The route most parents are expected to use. Check whether staff should also share direct lines. |
| School name, address and website | Makes it clear which school the email is from. |
| Notice or policy line | Any privacy or other wording the school wants on every email. Put it in the legal footer. |
Whatever you decide, an school email signature works best when everyone uses the same one. That is what makes it look like one company.
How easy it is
Using this school email signature generator takes three steps
Most teams are done in about ten minutes of setup, then each person needs a couple of minutes.
Install the plugin
Download the free plugin, upload it to your WordPress site and activate it. A setup guide opens straight away.
Design it once
Add the school logo, address and office number, write any notice in the legal footer, and choose a clear layout such as Classic or Compact.
Invite your team
Each person adds their own name, title and phone number, then follows the steps for their mail app. Nobody edits HTML.
No WordPress site yet? emailfooter Managed is the same software, hosted for you.
Step by step
How to set up a school email signature before term starts
A plan for an IT lead or school office with little spare time.
Follow these steps to roll out your school email signature without chasing people.
- Agree the lines with the head or the office: school name, office number, address and any notice.
- Install the plugin and activate it. Add the school logo and write the notice in the legal footer.
- Set the phone rule to company number only if staff should not share personal mobiles.
- Choose a clear layout such as Classic or Compact and check the colours against the logo.
- Invite the leadership team first and ask them to check the signature on a phone.
- Invite teachers and office staff, and add the invitation link to the new-starter checklist.
Mistakes to avoid in a school email signature
- Giving out personal mobile numbers when the school policy is to use the office line.
- Leaving an old logo or address in use after a rebrand or a move.
- Adding a long notice that nobody reads. Ask the school to keep it short.
- Forgetting part-time and supply staff, who are often the least set up.
Questions people ask
Before you start, you probably want to know
Is there a free school email signature?
Yes. emailfooter is a free WordPress plugin that works as a school email signature: you design the signature once, and each person adds only their own details. You pay for your own hosting, or you can ask about emailfooter Managed.
Can we avoid showing teachers’ personal mobile numbers?
Yes. Set the phone rule to company number only, and the signature shows the school office number, not a personal mobile.
How do we set up part-time staff?
Send each person an invitation link. They add their details and follow the install steps. You can remove anyone from People when they leave.
Does it work with Google Workspace for Education?
It works with Gmail, including the web and mobile apps. Each person pastes the signature into their Gmail settings by following the steps shown in the app.
Is there a version we do not have to run ourselves?
Yes. emailfooter Managed is the same software hosted for you. Ask for pricing and tell us how many staff use email.
Ready for the next term
Try this school email signature generator with your own logo. Download the free plugin and set up the school signature once, or ask us about hosting it for you.