I wrote about email signature before. It is a text which automatically append at the end of email body. How should one design email signature depends on personal preferences. It should be short and informative. If you are sending email to someone who do not know you, then signature comes into play which is holding some information about you. There are some guidelines on what should be a good email signature which I pointed out in my previous post about email signature. Also some company has its own policy in email signatures. They use long text including company details and even company logo also. For your personal email account you can give your personal information on that. For example I use to give my personal website URL in personal email signature.
In a standard email signature, it should be separated from the body of the message by a single line consisting of exactly two hyphens, followed by a space, followed by the end of line. In the next line you can place your name and then next line who you are, what you do followed by your website URL or some other social links like Facebook and Twitter.
The Google approach
Gmail is the most popular email service. It has a good implementation of email signature. The most basic one is that you can set a email signature from ‘Settings’ in Gmail. From then with every email you will send that signature will automatically append at the bottom. By default Gmail separate your email body and your signature with exactly two dashes (–). It will act as a clear separation between email body and signature.
Dear Joe, Hope you are doing well. Can we give a fresh build on Monday this week? Let me know your thoughts. Thanks. -- Scott Project Manager
When you are replying then this policy changes slightly. The message on which you are replying attached with your reply message. Your signature append at the last. So in reply first your message then the last message on which you are replying after that two dashes (–) and then your signature. You can see this details if you open the trimmed content button at the bottom of the message.
Hello Scott, Almost we have done all our works, so yes we can proceed for a new version on Monday. Thanks. On Friday Aug 23, 2013 at 10:00 AM, Scott wrote: Dear Joe, Hope you are doing well. Can we give a fresh build on Monday this week? Let me know your thoughts. Thanks. -- Scott Project Manager -- Jon Doe Software developer
You can change a little this default nature of Gmail. You can instruct Gmail to place your signature before the attached message on which you are replying. So the order will be your message, your email signature and then the attached message on which you are replying. In this case Gmail will not place the two dash (–) to separate your message with your signature in both new email and reply email.
Hello Scott, Almost we have done all our works, so yes we can proceed for a new version on Monday. Thanks. Jon Doe Software developer On Friday Aug 23, 2013 at 10:00 AM, Scott wrote: Dear Joe, Hope you are doing well. Can we give a fresh build on Monday this week? Let me know your thoughts. Thanks. -- Scott Project Manager
I think Gmail has a good convention and implementation of email signature. If you are using Gmail then you can learn the basic convention of email signature very well.