hen you finish typing an When creating your block, try to
email message, don't keep it to four lines. In some
forget to sign it. In cases, you may need more space.
email language, that doesn't mean Use caution, though, or the
simply typing your name. The contact information may end up
"signature block" contains a being longer than the body of the
great deal more information. message. To solve this, try
putting multiple pieces of
An email is a blank screen. It information on a line. For
contains none of the contact example: Marketing Director, ABC
information found on traditional Meeting Planners.
company letterhead or stationery.
So, you need to provide this In determining what to
information in the form of a include—again think of your
signature block. letterhead. Provide your full
name, title, company name, phone
Avoid the temptation to create a number, and email address. You
fancy banner with lots of symbols may also want to give your
at the top of your email message. mailing address and fax number.
Most of that fancy schmancy stuff If you have a website, list that
doesn't translate well from one address, too. Don't miss an
email system to another. It also advertising opportunity.
creates huge files, which means
the message takes forever to Why include all this contact
open. Locking up a client's email information? Maybe an important
is not the best way to make a client wants to call you instead
positive impression on him/her. of replying via email. Don't make
it difficult for him/her to find
The best position for the you. Including your email address
signature block is at the end. is not redundant. Messages get
forwarded, edited, etc. The case there isn't a company
ultimate receiver may not have a directory handy, and your
clue who the original sender was. department, if the receiver
doesn't know you.
Almost daily, I receive requests
from people for information, and To keep you from having to
they don't tell me who they are re-type all this information with
or where they are. Even after every message, newer email
requesting a mailing address, the programs allow you to create
response often comes back with no standard signature blocks. This
company name. Can you imagine feature is usually found under
mailing something to a 40-story the "Options" or "Preferences"
office building that contains 150 heading. It automatically inserts
businesses with the envelope the block at the bottom of your
addressed only to an individual? message. You can create numerous
signatures and use them for
If you work for a large company, different types of emails. If you
such as a hotel or convention use the same closing (Sincerely;
center, consider using a separate Warmly; Regards) for all
signature for internal messages, correspondence, you can save even
since your coworkers don't need more time by including it in your
all those details. You might signature block.
provide your phone extension, in
About the Author:
Kelly J. Watkins, MBA, Louisville, KY. Visit: http://www.KeepCustomers.com to order, Email Etiquette Made Easy (a comprehensive guide filled with exercises & examples) or for tips on communication & customer service! (812) 246-2424 or kelly@keepcustomers.com.
Read more articles by:
Kelly Watkins
Article Source: www.iSnare.com
