How to properly sign in a letter with respect. Rules for issuing signatures in emails. Services for creating a signature in a letter

Even at the dawn of the emergence of mail as a means of basic communication, a rigorous tradition appeared to sign letters. The authors of the paper messages considered it their duty to complete the text with the final stroke of the pen - from whom. Depending on the content of the text and, of course, the addressee (its recipient), at the bottom of the postal news there were signatures like “Regards ...”, “Your beloved ...”, “I hug you and kisses, yours ...”, “With great respect ... " etc.

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

Do not ignore this opportunity. Believe me, it can be very useful to you. In particular, if you are engaged in a business or have decided to meet someone. Moreover, to learn how to use it, spend only a minute or two. This article discusses how to sign an email in popular services - Gmail, Yandex, Mail.ru, and others.

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 above manuals. In many e-mail interfaces, the settings have some similarities.

Gmail

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

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

3. Scroll the first tab down a bit. In the “Signature” block, click the second radio button to display the form.

4. In the field under the button bar for editing, enter a signature.

Attention! If you want to place it before quotations in letters, click on the “Add this signature ...” box under the input field.

5. Check if the inscription is correct, if the typography 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 be automatically 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 “All Settings” drop-down menu, click on the first item - “Personal data, signature, passport”.

3. By default, the service creates at least one signature using user data (first name, last name, phone number). But you can always change the standard version. 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 proceed to editing.

5. Select the location of the text: click the "... after reply" or "bottom ... letters" button.

6. If you have several signatures (examples in the blocks on the settings page), in the “Signature selection” add-in, check the box. Thus, you will have the opportunity to choose the created patterns in the process of writing and writing letters.

7. Inserting signatures is carried out as follows:

• Move the cursor to the right of the posted caption. When the "arrow" appears, click it.
• In the drop-down menu, select the option you want.

Mail.ru

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

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

3. Click on the “Sender Name and Signature” subsection.

4. Indicate the necessary information in the "Name ..." and "Signature" fields. Click "Save."

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

Attention! A checkmark in the Default option indicates that this signature will be automatically added to the message field.

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

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 the location: after the answer, at the end of the letter.

Outlook

In email clients, setting up a signature as well as in online services is a priority. Let’s take a look at working with it using the example of the Microsoft Outlook email application.

For the past twenty years, or even more, we all have been conducting business correspondence by e-mail - and now in numerous instant messengers. In this case, most often no one taught us the rules of writing letters - they themselves developed some habits. They are sorted by the authors of the book "New Rules of Business Correspondence", giving examples of letters - which is acceptable, which is not very. And at the same time they teach us to take care of the addressee.

Letters are a rather conservative form of communication; they have an established structure. When the recipient receives the letter, he expects to see:

1. Sender's name
2. Subject of the letter
3. Greeting
4. The essence of the conversation
5. Question or call
6. Signature
7. Contact except mail

These pieces usually follow each other in this order, so the recipient knows where to look for the important in the letter or phone number to call the sender. If you violate these expectations, the letter will be more difficult to read: the addressee will have to spend time searching for information. Therefore, these pieces must be carefully framed.

Sender's name. By the name of the sender in the inbox, the addressee must understand whether this letter is personal or not. This helps to decide whether to read it and when. The letter looks personal when signed by a specific person.

A company’s name can be used to sign transactional letters - for example, order confirmation. If a person writes a letter, the sender must have his name.

Greeting. The greeting is written on a separate line with an exclamation mark at the end. So it does not mix with the main part of the letter.

The British and the Americans put a comma after the greeting: Dear John is their tradition. With us - with an exclamation mark. Of course, we will not stand death for this sign: if the expat source is offended by such treatment, it is better to do as he is accustomed to. After all, etiquette is needed so that it is convenient for another person to be with us, and not to feel our own cultural superiority.

The essence of the conversation. Usually the essence of the conversation should be stated immediately after the greeting. It does not need long eyeliners:

The exception is when the topic for the reader is new and complex. Then you have to make an introduction one paragraph long.

Question or call. It is difficult to answer a letter unless it has a specific question or request. Well, if they stand in a separate paragraph to quickly find their eyes.

Signature. It is enough to write the name and position in the signature if the position is important in this case. The postscript “with respect” does not help, but does not interfere, unless it creates an additional sense of formalism. If there is no task to make the letter formal, “with respect” you can not write.

How to contact. You can add another communication channel to your signature, for example, a telephone or Telegram. So the reader can ask a quick question or call in case of fire. If we are not familiar, you can add the address of a site or page on social networks.

Removing all unnecessary messages is another way to take care of the recipient. What can usually be safely removed?

Privacy notice - formal reply from the jur. department. If you can remove it, remove it. If lawyers forbid - well ...

Forward message body kit - when a message is forwarded, the addressee receives a whole block of information: "The beginning of the forwarded message. Date. Sender. Subject. Recipient." Usually this information is inconveniently presented and is not needed by the recipient. Instead, it’s better to just put in the know: "Alex, the client wrote this letter yesterday ..."

This message has been checked for viruses by the antivirus "Kus" - It does not matter to the recipient how the virus message is scanned. But the anti-virus company receives free advertising.

Office address in signature. If the interlocutor is going to come to our office, the address must be reported in the subject line of the letter. In addition, it would be nice to tell how to get there: which gate to go to, where to the right, which arch, where there is an iron door. If the person is not going to visit you, the address is not needed.

Sent from my iPhone X Pro 3000 - it does not matter to the recipient from which device he received the letter, and often the signature looks like a picture. If this is written to justify typos and abbreviations, it is better at the beginning of the letter to apologize humanly: "I'm sorry, I'm writing from the phone." But usually no additional warning is needed.

Caring for the recipient is not only providing him with the necessary information, but also not loading it too much. Therefore, repeating exactly the formal structure of the letter is also often not necessary. For example, greeting each letter is superfluous, it is enough to say hello to a person once a day. It is not necessary to ask a question at the end each time, if in fact it is not needed. Look at an example: if you follow the rules too formally, correspondence looks ridiculous.

If your question in the letter requires a long discussion, a correspondence history appears - the text of all old letters is pulled into new ones. And here the question arises: do I need to save the history of correspondence or is it better to delete it?

If you delete the story, the letter will be neat: only important quotes from the old correspondence will remain. This is normal if all correspondence participants are aware of the agreements: information from old letters is not needed. On the other hand, when there is a story, new people will quickly get on track.

Both options are suitable. The main thing is to observe the principle: make it convenient for the recipient.

In the above example, Natalya and Sergey first participate in the correspondence. Natalia gives the task, it has all the details. Then they add Maria to the correspondence. If you delete the story, Mary will have to ask again.

You can also do this: delete the history of correspondence and save only key quotes, so that Mary would be convenient to carry out the assignment. It turns out like this:

Masha, prepare an application.
\u003e Yes, I’m ready: this Friday, at 14:00, accepted.
\u003e This is the village. Infostilny, 22nd km of Kiev highway.
\u003e Client: Lyudmila S., +7 903 123-45-67

General principle: every time we think what a person will need from a letter, and what will be superfluous. We remove unnecessary ones, we leave important ones. This will require additional efforts, but it is in them that care for the recipient is manifested.

Another scenario is correspondence, in which more than two people participate. The majority of such letters: take comments from the client into the work, agree on the deadlines for the task, check and sign the contract, and work out the complaint.

Most often, new people are joining such correspondence, for whom it is important to maintain context. If you leave separate quotes in the letters, the new participant will not understand the essence, you will have to ask again. It will be like a support service of a large bank, when one or another specialist decides your question and everyone has to tell everything anew.

In our example, the customer orders a souvenir. More and more people are joining in the correspondence. The order was accepted by Svetlana, found out the main thing, connected the technologist Dmitry. Then they connected the procurement manager Sofia.

Before Sofia, they had already discussed application methods, prices and customer expectations. If you delete the story, you have to repeat the details again. If you leave it in its entirety, it will be difficult for Sofia to find the right one among all the correspondence.

The best option is to leave only what Sofia needs to know for its task.

Next time, how to write a really polite letter.

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

Regardless of the contents of the signature, guided by the rules of design, 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 load.

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

The ideal signature option should directly refer to you as the sender, with additional contact information. For example, pages on social networks and communities with links are often indicated. We must not forget about the rules of decency in communication, using a respectful form of treatment.

It is not necessary to use the full form of the name, including the last name, first name and middle name. It may well be limited to full or partial reduction. It should be noted right away 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, like E-Mail, and company name.

If you are a representative of a company and letters are sent taking into account your activity, it is important to mention its name. If possible, you can indicate your position and additional contacts of the organization.

Punctuation difficulties in written business language

How to place punctuation marks in the first phrase of a contract containing the designations of the contracting parties?

The correct option is the placement of punctuation marks in this phrase: The State Enterprise “Communication”, hereinafter referred to as the “Enterprise”, represented by General Director Popovich Alexander Mikhailovich, acting on the basis of the Charter, on the one hand, and the citizen of the Russian Federation Ivan Babkin, hereinafter referred to as “the Worker”, on the other hand, have concluded this agreement about the following ...

Please note that in this phrase the words one side and on the other hand circumstances act as functions and are not introductory, and therefore do not require punctuation marks.

Do I need a comma after the words "Yours faithfully" at the end of a business letter?

After the words "Yours faithfully" it is customary to put a comma, despite the fact that the spelling rules do not govern this case.
For example, correctly:

Yours faithfully,
chief Accountant, LLC “Seascape”
D. O. Ivantseva

Do I need a period after signature in a business letter?

The period after the signature is not set in the business letter. In documents, including business letters, the signature acts as the so-called props (required element) that does not constitute a complete offer.

It should be noted that in newspapers and magazines, the tradition to put an end to the signature of the author, if the signature is located after the main text of the article.

What to put after treatment Dear Mr. Ivanov - exclamation point or comma?

The first sentence of a business letter — an appeal — may end with an exclamation mark or comma. If there is a comma, the text of the letter begins with a lowercase letter. If there is an exclamation mark - we write the first sentence with a capital.

What words do you need and what words do not need to be separated?

The “Punctuation Reference” published on our portal will help you figure this out. It is based on the most common questions from visitors to the Information Desk.

Tired of “Respectfully” and want something new? The team of MediaDigger, a platform that automates the storage of the contact database and makes it possible to send mass personalized letters through it, made a selection of alternative signatures with which to complete your email. Indeed, no matter what, email is still the main way of business communication:

1. Regards - For lovers of the classics. The safest option.

2. Sincerely yours - There is something in this, but not everyone can afford such a signature. You need to be and look a certain way.

3. Best regards - A little less formal and applicable in a business letter.

4. Just provide a name- It’s quite suitable, especially in cases when there is an active exchange of letters.

5. Your initials- It’s also permissible, but the question arises why it was impossible to simply write your whole name, and an unpleasant aftertaste remains.

6. Have a nice day- For the final letter, when you expect nothing more to hear from the interlocutor during the day, it is quite suitable.

7. Have a good week- The same as a “good day”, only if during the week you will no longer communicate.

8. Best regards- English version “with respect”. The safest for business communication. Some Russian speakers use only this signature. In principle, this is permissible, but if you communicate a lot with foreigners and everyone knows that. Otherwise, it looks a little strange.

9. Kind regards- The same as the best regards, but a little less formal.

10. With friendly greetings - Never seen this, but heard about it. So I want to say that they called from the 70s and asked to return their signature.

11. See you later - In case you agreed on a meeting in the near future and emphasize that you remember about it.

12. Good luck in your hard business! - Such a signature can be used when you tried to help someone (or could not do it), and try to somehow encourage the person you are talking to.

13. Sent from Iphone- It is possible to somehow explain why there may be typos in the letter, but it may seem that you are showing off your phone model.

14. Sent from a smartphone - It is safer than “sent from Iphone”: the interlocutor understands that you wrote from the phone and the auto-corrector could make typos, while you do not brag about your phone.

15. Thank you for your attention. - This phrase is better left for those who are trying to sell you something.

16. Thank you - If you are really grateful, then you can. But you should not sign each letter like this when you give someone an instruction. This will give an ordered tone.

17. With perfect respect - For fans to stand out. A bit romantic and pathos.

18. Please think about nature before printing this letter.- Firstly, it’s not worth lecturing anyone. Secondly, this inscription can sometimes be longer than the text of the letter itself. Thirdly, is someone else printing letters now?

19. Ready for services - Hmmm. Simply no.

20. With love- It's nice and acceptable if you have known each other for a long time.

21. All the best - This is more likely to work if you do not intend to communicate with someone in the near future.

22. I kiss you tightly - For relatives and loved ones quite suitable.

23. With fatherly tenderness - It is possible, but only if you are really a father and just found out what the Internet is.

24. Yours forever - It’s better to leave it to the registry office.

25. Have a nice weekend- This is usually written by those who diligently try to spoil them for you by sending a letter at the end of the working day on Friday indicating things that need to be done. In general, it is possible, but when you do not load someone, otherwise it gives sarcasm.

26. Hearty greetings - It is permissible if you used to refer to each other “comrade”, all the others do not.

27. Your humble servant “He gives a lot of fawning and it's hard to imagine a situation where it would really be appropriate.”

28. Sincerely devoted to you - The same problems as “Your humble servant”.

29. With the hope of further fruitful cooperation - A little long, but acceptable, for example, for the first letter when writing to a stranger.

30. I kiss - If you write to your other half, then it is permissible.

Do you know more options? Email us at