Have you ever received an email message with an email signature that contains a bunch of legal gibberish. They went to law school just to write that. Lawyers take their job very seriously if they think it’s theft because I sent my mom a Mother’s Day eCard from work, but that’s what most of them say. These lawyers do not know what they are talking about and the law has yet to decide. They don’t know netiquette.
There are many different types of email signatures. They range from highly professional legal contracts to informal terminations. A basic signature includes your first and last name, phone number, and return email address. Anything more is sophisticated. Anything less is casual. Professional, promotional and other firms may require more information depending on the situation.
Every email must contain a signature, it’s like a contract. An email is not valid unless there is a full signature. A signature gives you credibility and allows you to promote yourself or your business.
A signature provides the recipient with your contact information, which means you stand behind your word. If there are any questions, the recipient can contact you with the information he provided in the signature. Also, it is a great opportunity to promote yourself or your business by adding links to your social media profiles, websites and businesses.
A valid email signature includes your name, email, business, phone number, and website (if you have one). Your mailing address is optional. Don’t use multiple email addresses or phone numbers in your signature because it makes it more difficult to reach you as the recipient has to guess which one to use.
A signature text should be no more than four lines for proper email netiquette. Do not use a vCard attachment for a signature because they are not universally accepted. Use a block of text of no more than four lines.
All signatures do not have to be the same. In fact, it’s good netiquette to use different signatures for different reasons. For example, it’s good netiquette to use a two-line signature in email replies, since you know the recipient has your contact information since they’re replying to you. Use an appropriate signature for the situation.
This brings us to the legal notices and confidentiality clauses. Please note that disclaimers and confidentiality clauses are not required unless required by law or you are protecting intellectual property.
For example:
CONFIDENTIALITY NOTICE: This email transmission (and/or accompanying attachments) may contain confidential information belonging to the sender that is protected by copyright and privacy laws. The information is intended solely for the use of the intended recipient. If you are not the intended recipient, you are hereby notified that any disclosure, copying, distribution or any action based on the content of this information is strictly prohibited. Any unauthorized interception of this transmission is illegal. If you have received this transmission in error, please notify the sender immediately by replying by email, and then destroy all copies of the transmission.
CIRCULAR RS 230 NOTICE: To ensure compliance with recently enacted U.S. Treasury Department regulations, we hereby advise you that, unless expressly stated otherwise, neither the sender nor this firm have written or are not intended to provide any or all of the tax advice contained in this release. use by any taxpayer for the purpose of evading or avoiding tax penalties that may be imposed under US law. In addition, unless expressly stated otherwise, the use of any tax advice contained in this release was not written or intended by the sender or this firm for the purpose of promoting, marketing or recommending a partnership or other entity, plan of investment or arrangement for any taxpayer, and such taxpayer should seek advice on the taxpayer’s particular circumstances from an independent tax advisor.