Under the Dome

DHHS rules: Email signature edition

Famous lately for dress codes and messy desk admonitions, the state Department of Heath and Human Service has a new three-page policy on email signatures. The policy is packed with a lot of detail on font sizes and such.


"The purpose of this policy is to establish a uniform format for email signatures for all North Carolina Department of Health and Human Services (DHHS) employees who have been assigned an email account in order to create consistency in the information included as part of every employee's email signature."


Font style and size: Arial, black, 11 pt.

No logo

No background

No personalized quote or division slogan

No bold or italics font


Skipping about a page of information on websites and phone numbers, here are instructions for format:

[Name](credentials optional)

N.C. Department of Health and Human Services

[Title (optional), Branch or Section - Division]

[Physical address]

[Mail Service Center Address (optional)]

Phone: [xxx-xxx-xxxx]

Videophone: [xxx-xxx-xxxx] (optional)

Fax: [xxx-xxx-xxxx]

[email address]

[website address]

[standard disclaimer in 7.5 size font]


There will be enforcement.

"Employee adherence to this policy will be periodically monitored for compliance. Employees who fail to adhere or implement this policy may be subject to personnel actions and procedures at the division/office/facility director's discretion and in accordance with the North Carolina State Personnel Act."

DHHS communications director Ricky Diaz sent a written statement addressing the need for the policy. His email signature appears to follow the approved format, though the Public Records Law disclaimer and the signature may be in the same font size.

"With over 18,000 employees, the Department of Health and Human Services is striving to transform and improve communication both internally and externally. This standardization by our Chief Information Officer will help enhance customer service and ensure our employees sign their emails consistently with the necessary contact information."

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