Remember To Sign Your Email

Remember To Sign Your Email

When you finish typing an​ email message, don’t forget to​ sign it. in​ email language, that doesn’t mean simply typing your name. The “signature block” contains a​ great deal more information.

An email is​ a​ blank screen. it​ contains none of​ the contact information found on traditional company letterhead or​ stationery. So, you need to​ provide this information in​ the form of​ a​ signature block.

Avoid the temptation to​ create a​ fancy banner with lots of​ symbols at​ the top of​ your email message. Most of​ that fancy schmancy stuff doesn’t translate well from one email system to​ another. it​ also creates huge files, which means the message takes forever to​ open. Locking up a​ client’s email is​ not the best way to​ make a​ positive impression on him/her.

The best position for the signature block is​ at​ the end. When creating your block, try to​ keep it​ to​ four lines. in​ some cases, you may need more space. Use caution, though, or​ the contact information may end up being longer than the body of​ the message. to​ solve this, try putting multiple pieces of​ information on a​ line. For example: Marketing Director, ABC Meeting Planners.

In determining what to​ include—again think of​ your letterhead. Provide your full name, title, company name, phone number, and email address. You may also want to​ give your mailing address and fax number. if​ you have a​ website, list that address, too. Don’t miss an​ advertising opportunity.

Why include all this contact information? Maybe an​ important client wants to​ call you instead of​ replying via email. Don’t make it​ difficult for him/her to​ find you. Including your email address is​ not redundant. Messages get forwarded, edited, etc. The ultimate receiver may not have a​ clue who the original sender was.

Almost daily, I receive requests from people for information, and they don’t tell me who they are or​ where they are. Even after requesting a​ mailing address, the response often comes back with no company name. Can you imagine mailing something to​ a​ 40-story office building that contains 150 businesses with the envelope addressed only to​ an​ individual?

If you work for a​ large company, such as​ a​ hotel or​ convention center, consider using a​ separate signature for internal messages, since your coworkers don’t need all those details. You might provide your phone extension, in​ case there isn’t a​ company directory handy, and your department, if​ the receiver doesn’t know you.

To keep you from having to​ re-type all this information with every message, newer email programs allow you to​ create standard signature blocks. This feature is​ usually found under the “Options” or​ “Preferences” heading. it​ automatically inserts the block at​ the bottom of​ your message. You can create numerous signatures and use them for different types of​ emails. if​ you use the same closing (Sincerely; Warmly; Regards) for all correspondence, you can save even more time by including it​ in​ your signature block.

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