Internal Business Signature Files?

Should you have a different signature file for internal communications versus more formal emails with customers, partners, and associates? Why not? It’s an opportunity to customize the communication, and in business, that is always a good thing.

For example, your coworkers do not need your phone number, contact information, or alphabet soup designations to communicate with you. They already know all that. So you can have a signature file just for coworkers.

Especially with more contacts working from home and relying heavily on email communications, there is no reason to include all that unnecessary content. All you really need is a signature file with your sign-off and name for those you communicate with frequently.

Most emailers use the same signature file with all their contact information appended to every email they send. I don’t think they are lazy; instead, they don’t know they have the option to have more than one signature file and take advantage of it.

Tone, Intent, Formality

Your email communications should reflect the intended tone and level of formality based on the recipient. Check whether your email software supports multiple signature files (use the Help feature).

When discussing this topic, I’ve had folks correct me: when using Hotmail or other free services, that you don’t have the option to use multiple signature files. Well, all I can say is you get what you pay for, and…

What are you doing? Why are you still using a free email service for your business?

Signature File Workaround

For those who are sig-config challenged, here’s one way to keep multiple signature files on hand: Start a new document in your word processor.

Then, include all your signature file variations within this file. Save it as “sigs” on your Desktop.

This way, as you write emails, regardless of what software program you use or website you are on, you can easily open that document right from your Desktop. Then, simply cut and paste the most appropriate sig file for that specific communication.

If you think about it, you can have a signature file for every situation and type of contact—strictly business, less formal, and personal, too.

I use seven signature files regularly. Of course, having a bunch of different Websites contributes to that volume.

My email program is configured to use the specific signature file I have set up for the email address and website I am responding on behalf of. For one of my sites, I have three different signatures with varying levels of formality, depending on the person I am communicating with.

What I Use and Recommend

My email program makes switching sig files easy with a drop-down box in every email. I can designate defaults by email address and create new signature files on the fly.

There is no limit to the number of signature files you can create and use. For example, you could create a unique signature file to reflect changes in your status, hours, or processes during off-season or busy periods.

Internal or external—your signature file can help inform and support your current status. Here are some of my other helpful articles on signature files: