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Saturday, January 31, 2009

Use a Signature Block or Line

The signature line identifies who you are and includes alternative ways to contact you (usually phone and fax numbers). When your return address is the only item identifying the message source, your signature block may be all that people find to identify you.

You may need to use different signature blocks for internal and external correspondence. If you're sending e-mail outside your organization, identify yourself completely, stating your position and the name ofyour organization. For internal use, you may mention ouly your department and sometimes include a descriptive line about the key project you're leading if most of your e-mail relates to your role in that capacity.
And, in fact, the signature block containing a full name maybe the ouly way the recipient can decipher the name. With an e-mail address like pconeil@aol.com (Is it Paul Coneil or P.C.O'Neil?), tray@hotmail.net (Is it T. Ray or someone with the first name Tray?), or johnspeaks4U2@compuserve.com, readers may have difficulty recognizin geven a friend's name.
To avoid this difficulty, be sure to enter your full name, as well as your e-mail address. Both should appear in the sender line.
To go one step further, use the "v-card" (virtual card-this contains items such as your full name, title, organization, phone, or fax). Keep looking through your e-mail program options until you find this great little feature. This small file, automatically attached to your outgoing e-mail, can populate a contact record with all your contact information for the benefit ofthe person receiving your message.
In other words, as a customer, ifI e-mail a company about a product, this v-card information would automaticaIly go into the company's customer database in the correct fields so that I'd be on the mailing list for the next catalog. A nice feature for both parties.

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