Business Email communication is a tricky affair though simple. If we take care of simple pointers we will never falter. However, the irony of life is we make mistakes with the most obvious and simple points.
In today's post I just wish to bring your attention to one such pointer "Email Signature". Most of the times we see people not use this feature or create one when writing emails. This is not acceptable at all, when responding the receipt shall know who as communicated with him with the necessary information from his Email Signature. This helps in an organizational level rapport building with the recipient, especially when writing initiating emails for a new relation or sending business development emails or human resources team trying to get new talent on-board.
I remember very interesting case form my project management experience when one of my team member working on a project responded to the client. The project communication was structured in a way that the hands on person use to communicate directly with the requester on all queries relating to his work. He went ahead and sent an instruction email to the client asking for some approvals before proceeding, the client in turn mistook the person to be from management and responded in a way questioning the thought leadership of our management. He wanted us to take the ownership of such points and said as a manger you shall never ask such questions. This in turn initiated a series of emails clarifying him the position and the nuances of communication protocol for the team.
I am not saying that the client was at fault and we were right in following the set rules. but, the actual problem was that the email signature of my team member was unclear which in turn cropped all confusion. The client would have raised his concerns accordingly( to the right person) if he knew who sent the email, but the situation just got from bad to worse because of not having a mere email signature right.
Similarly, think of a situation where the junior most member of human resources hiring team is interacting with a person to hire him as a CEO or at senior level. I leave the thinking and the right answer to your choice and assume we all will make a wise decision.
That said, please follow some simple guidelines when creating your email signature and use it in every communication.
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