Mail Branding
Institution-wide headers, signatures, and footers that every officer sees in webmail, with an option to enforce them on outgoing mail.
Account → Mail branding lets ICT administrators build the institution's standard headers, signatures, and footers once, so every officer sees them in their webmail settings and can apply them to outgoing mail. A standard you mark enforced is stamped onto every message automatically. Requires team:manage (Authorizing Officer or ICT administrator).
Block types
| Type | Where it sits | Typical use |
|---|---|---|
| Header | Above the message | Ministry logo, masthead, or a notice banner |
| Signature | Inside the message body | Officer sign-off: name, title, department, contacts |
| Footer | Below the message | Legal disclaimer, postal address, links, unsubscribe |
You can create several named blocks of each type. At most one block per type can be enforced.
Build a block
- In the family you need, click New header, New signature, or New footer (or Create the first one when the list is empty).
- Give it a name, then build it in the visual builder (no HTML required):
- Logo: upload a PNG, JPG, or SVG. It is stored on the institution's object storage and served over an absolute URL, so it renders in Gmail and Outlook. Set the width and alignment (left, centre, right).
- Header: a heading and sub-heading, with background colour, text colour, and alignment.
- Signature: name, title, organisation, and contact rows (phone, email, and so on).
- Footer: text, postal address, social buttons (X, Facebook, LinkedIn, Instagram, and more), custom links, and an unsubscribe link.
- Prefer to hand-write markup? Switch to Advanced: edit raw HTML instead.
- The sample email preview on the right shows exactly how the block looks on a real message as you edit.
- Turn on Enforce this for everyone if every message from the institution must carry this block.
- Save.
How standards reach officers
Every block you create here appears in each officer's webmail settings, under Signatures & templates, labelled as an organisation standard. Officers can pick one as their own default. A block you enforce overrides the officer's personal choice and is wrapped onto every message they send: the header above the body and the footer below it. A styled block always produces an HTML message, so a mandated disclaimer or masthead is present even when the officer typed a plain-text note.
Enforced blocks apply to outgoing mail from every institution mailbox, including webmail sends. Preview against the sample email and try a block on one mailbox before enforcing a new footer on production traffic.
Governance
Name blocks clearly (Ministry header 2026, Standard notice footer) so communications teams know which set is live, and delete unused drafts. Only owners and ICT administrators (team:manage) can create, enforce, or delete institution blocks.
Next steps
- Webmail: where officers pick and apply blocks
- Broadcasts overview: notices that carry institution branding
- Domain setup: branding complements DKIM/SPF trust