Email Tip – Name and Signature Boxes in Emails

Diane’s question : “How should you sign off at the end of an email?  Some people don’t sign off but just use their signature box, which includes their full name. Others place their first name above the signature box.”

BizWritingTip response: Either way is correct. It’s all about the tone you want to create. If you don’t know the person or want to come across as formal, you should omit your first name and just close with the signature box.

Example (Formal Approach)
Regards,

Jane Watson

President, J Watson Training
Address
Phone and fax numbers

For a warmer, informal approach, insert your first name above the signature box.

Example (Informal Approach)
Regards,

Jane

Jane Watson
President, J Watson Training
Address
Phone and fax numbers

Signature boxes should contain your name and all the ways you are willing to be contacted. I usually omit the email address in my signature box because it takes up more room, and people have it anyway when they right click on the “From:” line.

I also believe business people should have two signature boxes: internal and external. The internal one would contain only your name, title and phone number. The external one would contain your name, title, company, snail mail address, etc. Set your default to the box you use most often.

Note: Every signature box must carry your phone number and extension line.

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