How to sign a letter. Rules for the design of signatures in e-mails. Letter signature examples

Even at the dawn of the appearance of mail as a means of main communication, there was a strict tradition of signing letters. The authors of paper messages considered it their duty to complete the text without fail with the final stroke of the pen - from whom. Depending on the content of the text and, of course, the addressee (its recipient), signatures such as “With respect ...”, “Your beloved ...”, “Hug and kiss, yours ...”, “With great respect .... " etc.

All options and do not count, as it was, but as now, and even more so. And this is all to the fact, dear reader, that the custom of signing a letter is also valid in e-mail. You know, for solidity, intelligence, awareness, and just for beauty, so to speak, the appearance of messages, some users put signatures in them online.

Don't ignore this opportunity either. Believe me, it can really come in handy for you. Especially if you are engaged in a business or decide to meet someone. Moreover, to learn how to use it, spend only a minute or two. This article covers guides on how to make an email signature on popular services - Gmail, Yandex, Mail.ru, etc.

Note. If this article does not describe the service in which you want to sign, try to find the settings for this option yourself, focusing on the guides provided. In many e-mail interfaces, the settings have a certain similarity.

gmail

1. From your mailbox profile, at the top right, click to open the drop-down menu under the gear icon.

2. In the list of sections, click "Settings".

3. Scroll down the first tab a little. In the "Signature" block, click the second radio button to make the form appear.

4. Enter a caption in the field under the button bar for editing.

Attention! If you want to place it before quotes in letters, click the box "Add this signature ..." under the input field.

5. Check whether the inscription is correct, whether the design of the entered text suits you. If everything is “OK”, click the “Save Changes” button at the bottom of the tab. Now, when you decide to create and send a message to someone, the signature you created will automatically be placed on the form. That is, each time you do not have to create it.

Yandex

1. On the right side of the top panel, click the "gear" button.

2. In the drop-down menu "All settings" click on the first item - "Personal data, signature, passport".

3. By default, the service creates at least one signature using the user's data (first name, last name, phone number). But you can always change the default. To do this, click on the "Add ..." page that opens and enter the text in the field.

4. If you need to edit the signature (for example, you need to write a word correctly), click the “pencil” icon in its panel and then start editing in the field that opens.

5. Select the location of the text: click the button "... after answer" or "at the bottom of ... the letter."

6. If you have several signatures (examples are in the blocks on the settings page), check the box in the Signature Selection add-on. Thus, you will have the opportunity to choose the created samples in the process of writing and formatting a letter.

7. The insertion of signatures is carried out as follows:

• Move the cursor to the right of the placed caption. When an arrow appears, click it.
• Select the required option from the drop-down menu.

Mail.ru

1. Click on your login (mail address) in the upper right corner.

2. In the panel, go to the "Mail Settings" section.

3. Click on the "Sender's name and signature" subsection.

4. Specify the required information in the fields "Name ..." and "Signature". Click Save.

If you need to add several options, click "Add ..." and also fill in the fields.

Attention! A check mark in the Default option indicates that this particular signature will be automatically added to the email field.

5. Click the "Write a letter" button at the top left. The submission form will appear on the display with the created signature.

Ukr.net

1. In the profile, click the "three stripes" button next to the login.

2. Open the "Account" subsection.

3. In the "Signature" field, enter the required text.

4. In the Placement add-in, select a location: after the reply, at the end of the email.

Outlook

In email clients, setting up a signature, just like in online services, is a priority. Let's analyze the work with it on the example of the Outlook mail application from Microsoft.

A professionally made signature helps to promote a personal and company brand, gather listeners for webinars, sell products and consultations. No wonder Igor Mann included the signature in the list of 50 tools of "Marketing without a budget".

In this article, we will understand:

• Why is a signature required?
• how to use it to promote the brand;
• in which services you can create a beautiful signature;
• how to add a signature in Yandex.Mail, Gmail, Outlook and the SendPulse mailing service.

Why do I need a signature in an email

The signature in the letter not only logically completes the message, it performs several other tasks.

1. Reports additional contacts. Thanks to this, customers or partners can choose the ways that are convenient for them to contact you.

2. Increases company awareness and promotes the brand. According to statistics, one employee sends up to 175 emails per week. The company logo and signature design in corporate style remind people of the brand and support its image.

3. Complements the impression of a person and sets the tone for communication. Signature design, tone, way of addressing the interlocutor - these details set up for formal or informal communication, such as these two signatures:

4. Attracts new subscribers to corporate accounts through social media buttons.

Subscribers will immediately be able to go to your social networks from the letter and learn more about the brand and its news. This will help add another channel of communication and establish closer communication with customers.

What to include in a signature

The signature should indicate enough feedback channels. In addition to them, you need to add other elements that will work for recognition and maintain the company's image.

At the same time, it is important to maintain a balance and not stuff too much into the signature so that it does not turn into a separate letter. Let's figure out what is worth writing in it.

Name, position, company name

The author's name tells the reader who the letter is from and how to refer to it in a reply. If you work for a company, it is customary to indicate your position. So the reader will understand what questions you can write about.

Contact details

Email- in business correspondence it is customary to write an email address, although it can be found in the information about the sender. This is done for the convenience of the recipient, because the message can be sent several times. And if the address is indicated in the signature, it is easier to figure out who to answer.

Phone number worth writing if you are ready to receive calls. If you don't want to be called, leave only your email.

Physical adress point to indicate where to go if the client wants to talk in person or where to send documents.

Links to social networks

In a business signature, it is customary to give links to social networks - LinkedIn, Facebook, Instagram, and so on. Be prepared that you can write a message there. Therefore, indicate the accounts that you often check. If you provide links to personal profiles in social networks, look at the feed: how professional it looks, if there are any posts that will not play the best role for your image.

Logo

To support brand or trademark recognition, a company logo is included in the signature.

The photo

The photo helps to compare the interlocutor by correspondence with the real image of the person. This makes communication feel more personal.

Call to action, quote, big news

In one or two lines at the bottom of the signature, you can announce a webinar, a new blog article, or some kind of event.

How to make the signature informative and how to promote yourself or your business using an email signature - we will tell in this section.

1. Show concern for the recipient. Specifying the phone, write what number it is: personal, corporate, toll-free line. So it is easier for a person to tune in to a conversation, he will know what exactly to expect "on the other side of the wire." If you give a corporate phone number, please also include an internal number so that you can be contacted without explanation from the secretary.

2. Use your signature as a marketing tool. A signature on a letter can also sell. Depending on the business area, marketing goals, the following is added to the signature:

• links to mobile applications;
• invitation to a webinar, conference, presentation;
• announcement of an article in a blog or post in social networks;
• link to portfolio
• information about certificates, awards;
• slogan or.

In the signature of the support service of the training center there is the slogan "Plan your training for 2019!". It makes you think about learning and serves as an incentive to look at other courses at the center.

3. Add tags and track link clicks. This way you can determine how well banners or calls to action are performing.

4. Use design as a profession. When designing, be guided not only by corporate colors, but also by the features of the business or profession. Think about how to show what you are doing in your signature. For example, a designer in a signature can give a logo designed by him:

5. Call to action. If people are clear about what they are expected to do, they are more likely to do so. For example, instead of the phrase “We are on social networks”, it is better to write a call to action: “Like the page and follow us on social networks” or “Recommend an article”:

6. Provide up-to-date data. Check if the phone number, email, links to social networks are out of date in the signature. Also make sure the links are clickable.

7. Don't overload your signature. Include the most important information - it should fit in three or four lines. For correspondence with partners and contractors, it is better to make separate signatures and give relevant information in each.

8. Divide information into blocks. When information is divided into blocks using graphic separators, this makes it easier to understand and read.

In the first example, the contact data is not separated in any way and therefore visually merges:

In the second example, the data is divided into blocks, it is more convenient to read them:

How to sign a letter in Yandex.Mail

Now let's add a signature to the mail service so that when you create a letter, it is added automatically.

To set up an automatic signature in Yandex.Mail, go to the "Settings" section and select the "Personal data, signature, portrait" item:

In the Yandex.Mail editor, you can:

• choose signature formatting - font, text size in pixels and background;
• insert an emoticon or a quote.

How to Sign an Email in Gmail

To add a signature to Gmail, log in to your account, click the gear icon in the upper right corner and go to the "Settings" menu:

The service will open the General tab. Scroll down the page to see the signature edit box. Now you can create your signature.

 Signature field in Settings in Gmail

In the Gmail editor, you can:

• choose signature formatting - font, text size (only 4 sizes are available - small, regular, large, huge);
• change text color and background;
• add an image with a link;
• insert a quote.

Outlook - how to sign a letter

Log in to your Outlook account and click the gear icon in the top right corner. In the Options window that appears, start typing the word "signature" in the search bar. A tooltip will appear with a link to the relevant section.

In the window that opens, there will be a signature field and an editing panel.

The Outlook signature editor allows you to:

• choose signature formatting - font, text size in points (12pt, 14pt, 16pt and so on);
• change text color and background;
• add an image with a link;
• insert quote, table, strikethrough text;
• write from right to left.

When you create a signature, make sure that "Automatically add my signature to messages I create" is checked.

Services for creating a signature in a letter

Not only a designer can create a beautifully laid out signature. There are services where you can choose a template, upload your contacts and get a ready-made signature. Now let's talk about them.

Hubspot Signature Generator

It is one of the Hubspot marketing platform services. Its advantage is that it is free. The service is in English, but everything is simple enough to figure it out without much knowledge of the language.

To create a signature in it, you need to fill in four tabs:

• choose a template;
• enter your details;
• change the design: the location of the elements, the background color;
• Add a CTA - a link or banner with a call to action.

To add a signature to your mail service, you need to click the Copy Signature button:

And then insert the signature into your mail service, we have it Gmail:

WiseStamp

Service for creating personal and corporate email signatures. The free version offers:

• templates for different professions;
• icons of popular social networks, including Vkontakte;
• the ability to specify Skype;
• a large selection of plugins for inserting a festive plate, a link to a post or tweet on social networks, a blog post, an invitation to a webinar, a portfolio on Behance, an Etsy store, and so on;
• the ability to upload your banner.

The minus of the free version is the service logo with a link at the bottom of the signature. It can be removed only at a paid rate. You can also get the HTML signature code only in the paid version.

When you're done, all you have to do is tick your mail service, and WiseStamp will add the signature itself. On the free plan, you can export your signature to five services:

To see the signature, you just need to update your mail and create a new letter:

New old stamp

The service is focused on creating email signatures for company employees. It allows you to create a master signature template and duplicate it for employees of different departments. You can also upload employee contacts as a file to immediately generate signatures in the same style for everyone.

In the free demo version, they allow you to make a signature and play around with the settings. You can export a signature to mail only on a paid plan.

What you can do while creating a signature in Newoldstamp:

• add custom field;
• choose the location of the blocks so that the information looks beautiful;
• choose the signature font;
• edit photos directly in the service: make them round, with smooth edges.

The minus of the service is inconvenient tools for creating banners. You can add either a slogan without a link, or a ready-made banner, the text on which cannot be changed.

The finished signature looks like this:

MySignature

Service with a minimalistic design. In the free version, you can edit the fields with contact information, insert a photo.

In the paid version, they allow you to upload your own banner with a link, change the design of the signature and add custom fields.

Once you've created your signature, click Finish. To export it, click Copy to clipboard and simply paste the signature into your email service. The Copy to clipboard button will appear after you save the caption.

How to create a signature in the SendPulse block editor

Step 1. Login to your SendPulse account, create or open a template:

Click "Edit template" and you will see the working field of the SendPulse block constructor.

Step 2 In the upper left panel, hover over the Add Structure icon. In the window that appears, go to the "Examples" tab. To create a photo caption, choose the bottom middle template:

Adding an Image in the SendPulse Block Editor

Step 5 Paste the caption text and format it. We have inserted the following text:

The phrase “blog in SendPulse” was made an anchor by adding a link to the blog. Email will also be clickable so that the recipient can write a response by clicking on the address:

This is how the signature of the newsletter readers will look like:

So that you already have a ready-made signature that can be inserted into other templates, save the created block. To do this, click on the "Save Block" button.

You can find the block with the signature in the saved structures.

Checklist for creating an effective newsletter signature

Let's summarize the main components of an effective signature:

1. The signature contains current contacts where you can be contacted.
2. Not overloaded with information - takes no more than 3-4 lines.
3. There is a company logo or photo for more personal communication.
4. There are social media buttons in the signature.
5. There is a link or banner that promotes a certain offer (optional).
6. The signature has been added to the mail service through which you communicate with clients - Yandex.Mail, Gmail, Outlook. Or to your mailing service, for example, SendPulse.

Sign up with SendPulse to turn visitors into customers and customers into loyal customers with the help of newsletters. When creating your template, keep in mind the signature at the end of the letter - a small detail that makes the message more personal and helps promote your business.

Signatures in emails should be used when you want to provide the recipient with additional contact information, more information, and just to show professionalism. In today's article, we will try to talk about all the most important rules for designing signatures with several illustrative examples.

Regardless of the content of the signature, guided by the design rules, you need to use only text content with a minimum number of images. This will allow the recipient to perceive information more comfortably, copy text and not waste time waiting for additional graphics to be downloaded.

If necessary, you can use all the features of the standard signature editor, combining different colors for text and background. However, do not make the signature too bright and attract more attention than the main content.

Ideally, the signature should directly reference you as the sender, along with additional contact information. For example, pages on social networks and communities with links are often indicated. We must also not forget about the rules of decency in communication, using a respectful form of address.

It is not necessary to use the full form of the name, including the last name, first name and patronymic. It is quite possible to limit yourself to a full or partial reduction. It should also be noted here that the initials should be written in the same language as the rest of the text, creating a sense of organic design. The only exceptions are some abbreviations, such as Email, and company name.

If you are a representative of a company and the letters are sent based on your activities, it is important to mention its name. If possible, you can specify your position and additional contacts of the organization.

The signature "with respect" at the end of the letter is a standard formula of politeness. Is it always necessary to end the letter with this phrase? How to write it correctly in Russian and English? Let's look at examples.

Download related materials:

How to end a business letter with respect

There are no random phrases in official correspondence. Stylistics requires conciseness and careful selection of words from the author. Closing phrases reinforce positive emotions, express confidence and appreciation at the same time. A clear signature helps maintain contributes to the achievement of the goal. Respect the interlocutor and compose the text so that it is pleasant to read. Politeness combined with professionalism speaks of the competence of a specialist.

When writing a formal message, remember that you are speaking on behalf of the entire company. The secretary must be correct, as he represents his leader. Compliance with the generally accepted rules of business correspondence creates a positive image of the company in the eyes of partners and customers.

Official correspondence always has specific goals. The purpose determines the structure of the text. In general the text is divided into several semantic parts: introduction, statement of the problem, argumentation and conclusion. Each part performs specific tasks. The introduction, for example, prepares for the perception of the main ideas. Conclusion - expresses wishes and hopes , assures further partnership.

Letter of thanks to an employee from the head of the organization

Note! For each of the tasks there are generally accepted formulas. By ending the letter politely, you show that you respect your partner, set him up for positive emotions and leave a good impression.

How to spell "respectfully" at the end of a letter

A single regulation of business correspondence and bringing it to common standards is typical for large companies. Design letterhead , the form of "autographs" at the end of the message becomes part of the corporate culture, an element of style. Whether it is a paper or electronic message, compliance with a single standard is an indicator of attention to detail and important subtleties.

There are several types of closing phrases in business correspondence. Their choice depends on how well you know the addressee. For example, the signature "with respect" in a formal letter is neutral. If you want to focus your partner’s attention on something or once again remind him of the request, use restrained phrases:

• Yours sincerely...
• Sincerely...
• With best regards...

When choosing the final formula of politeness, try to do without familiarities. Be aware of how well you know the person you are writing to. If the acquaintance is formal, stick to the official style.

The answer was prepared jointly with the editors of the electronic journal " Secretary's Handbook».

Answered by Maria BELDOVA,
from. n. from. VNIIDAD, expert in the field of documentation management

What are we waiting for when sending a letter to a partner or client? So that our information, even negative, makes a favorable impression on the addressee and causes a response or decision. This can be achieved if you follow the rules of correspondence etiquette, properly format the letter and prepare a high quality text. Your text should be of moderate length; contain the necessary arguments and clear language and have a structure that best conveys the information.

Reception 1. Separate the main from the secondary

The text of a business letter should have a volume sufficient to ...

The full version of the answer is available after free

"Respectfully" at the end of the letter: with or without a comma

The final form of politeness is given at the end of the text. It is placed on the same vertical with the date, on the right side. The phrase is separated from the main text by two or three intervals. Slightly below are props "Signature" , including the name of the position of the compiler, his personal signature and transcript. This arrangement complies with the standards of GOST 6.30-97, which defines the requirements for paperwork. If the message is issued on official letterhead or is of a private nature, the title of the position and the transcript of the signature are not put.

The question of how to write at the end of the letter "with respect": with or without a comma, does not have a clear answer. Both options are acceptable. The absence of a sign can be perceived as negligence and even illiteracy. On the other hand, according to the rules of punctuation, this comma should not be placed. From the point of view of Russian grammar, the sign is redundant. The words "with respect" are not an introductory turnover, and the signature is an appeal. This phrase implies that "This letter was written with respect to you by N.N.". As in it, in the abbreviated version, the comma is not put according to the rules.

Why is it so common in practice? IN rules of correspondence in English, German and other European languages, this sign is required. The phrase "with respect" at the end of the letter in English is separated not only graphically, but also punctuation. Over time, although it is grammatically erroneous, the rule became part of the norms of the Russian language.

Letter Conclusion: Sample "Regards"

How to write "respectfully" in a business letter in English

rules business communication in English in many ways similar to those adopted in Russia. At the end, the addressee is thanked for their time and expresses their intention to continue the correspondence. Common phrases are also used: "with respect", "with gratitude", "with best wishes". After a new line indicate the name and surname of the compiler, as well as his position. Let's look at an example: how to sign a letter in English "with respect ..."

Table 1. Final formulas of politeness in English

	Yours faithfully
Used if in circulation is the name of the recipient. The most common option.	Obsolete variant, found in British English. It is written in the absence of the name of the addressee in the appeal: Dear Sir or Dear madam	American equivalent for British yours faithfully.	A less formal option, acceptable for correspondence with a familiar person. Variations: Kind regards, Warm regards, Regards, Kindest regards
yours sincerely, Aleksandr Klimov Marketing Director	yours faithfully, Aleksandr Klimov Marketing Director	yours truly, Aleksandr Klimov Marketing Director	kind regards, Aleksandr Klimov Marketing Director

The ability to tactfully and correctly use standard cliché phrases is an indicator of the level of professionalism and knowledge of the language. In English writing, the phrase "respectfully" can be expressed in different ways. When composing a text for a foreign partner, consider all the factors and choose the most suitable translation.

How to sign a letter correctly: "with respect" and other politeness formulas

When compiling a message, the sender should be guided not only by generally accepted standards, but also by the rules of good manners. If you are writing to a stranger, and the appeal is strictly formal, use established expressions. The style of business speech strictly limits the choice of phrases.

If the matter concerns email or communication with well-known people, one can deviate from rigid canons, while remaining polite and correct. Let's look at a few examples of final phrases that are acceptable in less formal communication.

Table 2. Use of alternative final expressions

Indication of a name without a courtesy formula	Valid if there is an active exchange of messages.
Have a good day	Suitable for the final message if you do not plan to continue the correspondence today.
See you	If you have arranged a meeting in the near future and want to emphasize that you have not forgotten about it.
Good luck in your hard work	It is acceptable when trying to cheer up the recipient if he asked for advice or help.
Thanks for attention	Used at the end of commercial offers