Your emails should mean business, right down to the signature.

LogoDear Ms. Corporate Manners:

I have noticed that several employees from different departments do not have a signature line with their title, phone and fax numbers. This makes it difficult to communicate with them other than email. If an urgent need arises it takes extra steps to locate the employee in the directory and then make the phone call. How can we get everyone on board, including back office folks, with creating a signature line with contact infoSincerely, 

Burning Daylight

Dear Daylight,

We are a business, and our emails are an extension of that business. Simply put, we need to send emails that are appropriate for both internal and external customers. That includes appropriate signatures. If you go Outlook Tools, then Options, then Mail Format, you can set up a nice signature that includes phone numbers and other information.

Be businesslike when using fonts and colors. Bright pink cursive signatures are a big no-no as are colored backgrounds, spinning logos and moving graphics. Be careful about putting quotes, proverbs, jokes, etc., in your e-mail or after your signature. If you are going to put a title after your signature, make sure it’s accurate and not self-appointed. Ask your manager if you are unsure of your title.

Signed,
Ms. Corporate Manners: Phone Number Unlisted

© Penny Aviotti and Ms.Corporate Manners 2003 – 2013.

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