Today I want to discuss a pet peeve of mine, the email signature file.
Emails with no signature file make me CRAZY!!! Your email signature is an extra chance to shine, promote your business and makes it easier for people to contact you. It makes my blood boil when my boss gets an email and asks me to get the person on the phone and there is NO phone number. For the love of ice cream, please use a signature file.
And while we are on the topic, if your company does not have a branded email signature, please ask them to create one. Uniform signature files convey a professional image. While it may seem cute to express your personality on your work emails, it’s simply not appropriate, especially if you’re company is trying to project a professional image. Companies should have a uniform signature file that is clean and simple, including the company logo.
I've heard arguments that you should not put your email address in your email signature because the address should be able to be obtained by hovering over the name in the “from” field. As an Admin that receives forwarded emails all the time, I plead with you to keep the email address in your signature file so I don’t need to go into my executives deleted items or LinkedIn to find the address.
If you are using an image that includes your name, title, and logo as your signature file, please be aware some companies have default settings that block images in emails and you run the risk the recipient won’t see anything.
When creating your email signature, please don’t include every single possible way to contact you. I prefer to see the name, company, title, email address, work phone, mobile phone, website and perhaps a link to the LinkedIn profile.
You can create separate email signature files for originating, reply and internal emails. Internal emails do not require extensive branding and contact information – just the name and phone number should suffice, and location if you are part of a global firm.
My other two email hot buttons are thoroughly reading emails before replying and cleaning up forwarded messages. More on those later.
Bonus: Do you know what EOM and NRN mean?
EOM = end of message. Please use this in the subject line if the subject line is the entire message. Example: Your flight is delayed 15 minutes EOM.
NRN = no reply necessary. Please use in e-mails when a reply or response is not required or expected. Example: Bob called and wants you to call him back NRN
The Audacious Admin is Debbi L. Shaffer, an outgoing, resourceful and highly motivated executive assistant with 20 years of experience specializing in C-Suite Executive Support.