Guidelines Document
Infotech Enterprises
Standardized Email Signature
December 2012
Guidelines Document – Email Signatures 2012
E-Mail Signature Blocks
Introduction
An email signature is a block of text automatically appended at the bottom of a message. It
has the effect of signing the message and indicates the end of response in a reply message.
Email signatures are powerful, low-cost, high-return marketing tools that are rarely utilized
effectively. In a way, they are our virtual business cards.
A standard, consistent, and clean email signature portrays a professional appearance and
establishes the credibility of the email message. That’s a lot more than what can quickly be
deciphered from the email address in the “from” field.
Key benefits:

Facilitate brand-building effort

Enable email recipients to make connections among emails received from several
members
Guidelines

Do not use any pictures or additional logos in the email signature

Do not change the colors of the signature

Do not add or remove any information in the signature other than what is prescribed in
this document

Do not add any philosophical statements or quotations

Use only ISO Standards for formatting telephone numbers – refer annexure for
formatting instructions
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Guidelines Document – Email Signatures 2012
Components of the Signature
Firstname Lastname
Helvetica or Arial, 9 pts
Role - function
Helvetica or Arial, 8 pts
Department
Helvetica or Arial, 8 pts
Company name
Helvetica or Arial, 8 pts
Do not use legal suffices here
Contact information block
Helvetica or Arial, 8 pts
Include: Direct line, internal
extension, email and
website
Full address line
Helvetica or Arial, 8 pts
It is optional for those not
working in a major office
Firstname Lastname
Helvetica or Arial, 9 pts
Role - function
Helvetica or Arial, 8 pts
Company name
Helvetica or Arial, 8 pts
Do not use legal suffices here
Department
Helvetica or Arial, 8 pts
Contact information block
Helvetica or Arial, 8 pts
Include: Direct line, email
and website
Mandatory legal block
Helvetica or Arial, 7 pts
Please choose the specific
signature based on the
country of operation
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Guidelines Document – Email Signatures 2012
For Global Use (Except Europe)
For New Messages:
Krishna Bodanapu
President and Chief Operating Officer
Infotech Enterprises
Direct: +91 40 2300 7444 | Board:+91 40 2313 9100 x 3777 | Mobile: +91 984 945 7158
krishna.bodanapu@infotech-enterprises.com | www.infotech-enterprises.com
Plot No. 2, IT Park, Nanakramguda, Manikonda, Hyderabad, India
For Replies and Forwards:
Krishna Bodanapu
President and Chief Operating Officer
Infotech Enterprises
Direct: +91 40 2300 7444 | Board:+91 40 2313 9100 x 3777 | Mobile: +91 984 945 7158
For use in European countries
To be used by associates who currently operate from Europe, either from a major office or a
remote location.
Germany
English Signature
Martin Trostel
Managing Director | Europe
Infotech Enterprises
Tel: +49 7152 94520 | Mobile: +49 XXX XXX XXXX
martin.trostel@infotech-enterprises.de | www.infotech-enterprises.com
Infotech Enterprises GmbH, Mollenbachstr. 37, 71229 Leonberg, Germany
Managing Director: Martin Trostel | Registered Office: Leonberg
HRB 251924 – District Court of Stuttgart | VAT ID: DE145998814
Tel: +49 7152 94520 | Fax: +49 7152 945290
German Signature
Martin Trostel
Managing Director | Europe
Infotech Enterprises
Tel: +49 7152 94520 | Mobil: +49 XXX XXX XXXX
martin.trostel@infotech-enterprises.de | www.infotech-enterprises.com
Infotech Enterprises GmbH, Mollenbachstr. 37, 71229 Leonberg, Germany
Managing Director: Martin Trostel | Registered Office: Leonberg
HRB 251924 – District Court of Stuttgart | VAT ID: DE145998814
Tel: +49 7152 94520 | Fax: +49 7152 945290
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Guidelines Document – Email Signatures 2012
France
English Signature
Vasanthakumar Ramchandran
Assistant Manager | EMEA Marketing
Infotech Enterprises
Tel: +33 130 611673 | Mobile: +33 7581 xxxxxx
vasantha.kumar@infotechsw.de | www.infotech-enterprises.com
Infotech Enterprises GmbH France, 18 rue St Vincent, 78100 St Germain en Laye, France
SIREN: 493 588 891 | Head Office: Mollenbachstr. 37, 71229 Leonberg, Germany
Incorporated Under Foreign Law with a Capital of Euros 600,000 | RCS VERSAILLES 2007 B 00686
Tel: +33 130 611673 | Fax: +33 130 217680
French Signature
Vasanthakumar Ramchandran
Assistant Manager | EMEA Marketing
Infotech Enterprises
Tel: +33 130 611673 | Mobile: +33 7581 xxxxxx
vasantha.kumar@infotechsw.de | www.infotech-enterprises.com
Infotech Enterprises GmbH France, 18 rue St Vincent, 78100 St Germain en Laye, France
SIREN: 493 588 891 | Siège Social: Mollenbachstr. 37, 71229 Leonberg, Allemagne
Société de Droit Etranger au capital de 600 000 Euros | RCS VERSAILLES 2007 B 00686
Tél: +33 130 611673 | Fax: +33 130 217680
Netherlands
English Signature
Kerstin Huber
Assistant Manager | EMEA Marketing
Infotech Enterprises
Tel: +31 76 205030 | Mobile: +31 7581 xxxxxx
kerstin.huber@infotech-enterprises.com | www.infotech-enterprises.com
Infotech Enterprises Europe Ltd., Minervum 7491, 4817 ZP Breda Oost, Breda, Netherlands
Registration Number: XXXXXXX | Place of Registration: Breda
Tel: +31 76 572 2966 | Fax: +31 76 572 2960
Dutch Signature
Kerstin Huber
Assistant Manager | EMEA Marketing
Infotech Enterprises
Tel: +31 76 205030 | Mobiel: +31 7581 xxxxxx
kerstin.huber@infotech-enterprises.com | www.infotech-enterprises.com
Infotech Enterprises Europe Ltd., Minervum 7491, 4817 ZP Breda Oost, Breda, Netherlands
Registratie nummer: XXXXXXX | Plaats van inschrijving: Breda
Tel: +31 76 572 2966 | Fax: +31 76 572 2960
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Guidelines Document – Email Signatures 2012
Sweden
English Signature
Kerstin Huber
Assistant Manager | EMEA Marketing
Infotech Enterprises
Tel: +46 730 205030 | Mobile: +46 730 xxxxxx
kerstin.huber@infotech-enterprises.com | www.infotech-enterprises.com
Infotech Enterprises Göteborg AB | Postal Address: Biblioteksgatan 4 B, 435 30 Mölnlycke, Sweden
Registration Number: 556804-0496 | Place of Registration: Gothenburg
Tel: +46 730 333724 | Fax: +46 730 427 0922
Swedish Signature
Kerstin Huber
Assistant Manager | EMEA Marketing
Infotech Enterprises
Tel: +46 730 205030 | Mobil: +46 730 xxxxxx
kerstin.huber@infotech-enterprises.com | www.infotech-enterprises.com
Infotech Enterprises Göteborg AB | Postadress: Biblioteksgatan 4 B, 435 30 Mölnlycke, Sweden
Organisations nummer: 556804-0496 | Säte: Göteborg
Tel: +46 730 333724 | Fax: +46 730 427 0922
UK – Bristol
John Renard
President and BU Head | Utilities, Telecom and Content
Infotech Enterprises
Tel: + 44 20 7343 1404 | Mobile: +44 7973 116296
john.renard@infotech-enterprises.com | www.infotech-enterprises.com
Infotech Enterprises GmbH, Unit 20 Apex Court, Woodlands, Bradley Stoke, Bristol BS32 4JT, UK
Registration Number: FCO27342 | Place of Registration: England & Wales | VAT: GB909018530
Tel: +44 145 420 5030 | Fax: +44 145 427 0922
UK – London
John Renard
President and BU Head | Utilities, Telecom and Content
Infotech Enterprises
Tel: + 44 20 7343 1404 | Mobile: +44 7973 116296
john.renard@infotech-enterprises.com | www.infotech-enterprises.com
Infotech Enterprises Europe Ltd.
First Floor West, High Holborn House, 52-54 High Holborn, London WC1V 6RL, UK
Registration Number: 2743776 | Place of Registration: England & Wales | VAT: GB 606 1380 69
Tel: +44 20 7404 0640 | Fax: +44 20 7404 0664
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Guidelines Document – Email Signatures 2012
Instructions for Inserting Signature
Office 2010
Step 1
Copy the complete signature from this Word
document as shown in the image at right.
Step 2
In the menu bar of MS Outlook,
click on “File” and then
“Options”. When the dialog
window appears, click on the
“Mail” tab, which should give
you the dialog window at right.
Click on the “Signatures”
button.
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Guidelines Document – Email Signatures 2012
Step 3
If you have an existing signature in
Outlook, select that signature, as
shown in the box to the upper left of the
image to the right. If you don’t have an
existing signature or need to add a
second one, simply click the “New”
button.
Paste the signature you copied from
MS Word into the signature field at the
bottom of the dialog window.
At the upper right of the dialog window
under “Select Standard Signature”, be sure to select
the signature to be used for “New Messages”
or “Replies/Forwards” as appropriate
for your region.
Step 4
When you write a new e-mail message, your signature
should appear automatically. For those in France,
Germany, Italy, Sweden, etc. that have two different
signatures (English and either French, German, etc.), you
can switch between the two signatures by simply clicking
the “Signature” button. For mails to recipients within
France, Germany, etc. choose the local language
signature. For those outside your country, use the
English signature.
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Guidelines Document – Email Signatures 2012
Office 2007
Step 1
Copy the complete signature from this Word document as
shown in the image at right.
Step 2
In the menu bar of MS Outlook, click on “Extras” and then
“Options”. When the dialog window appears, click on the “EMail Format” tab, which should give you the dialog window at
right. Click on the “Signatures” button about 2/3 of the way
down.
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Guidelines Document – Email Signatures 2012
Step 3
If you have an existing signature in Outlook, select that
signature, as shown in the box to the upper left of the image
to the right. If you don’t have an existing signature or need to
add a second one, simply click the “New” button.
Paste the signature you copied from MS Word into the
signature field at the bottom of the dialog window.
At the upper right of the dialog window under “Select Standard
Signature”, be sure to select the signature to be used for
“New Messages” and “Replies/Forwards” as
appropriate for your region.
Step 4
When you write a new e-mail message, your signature should
appear automatically. For those in France, Germany, Italy,
Sweden, etc. that have two different signatures (English and
either French, German, etc.), you can switch between the two
signatures by simply clicking the “Signature” button. For mails to
recipients within France, Germany, etc. choose the local
language signature. For those outside your country, use the
English signature.
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Guidelines Document – Email Signatures 2012
For Outlook Web Access
Step 1
Copy the complete signature from this Word document as
shown in the image at right.
Step 2
In the top right corner:
Navigate to Options >
See All Options >
Settings
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Guidelines Document – Email Signatures 2012
Step 3
Paste the signature in
the specified place.
Also, check the option to
automatically include
your signature on
messages.
Ensure all fonts are as
prescribed in this
document
Click Save.
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Guidelines Document – Email Signatures 2012
Appendix – Telephone Numbers
Basic Format
+International Code <space> Area Code<space> Local Number [‘x’ Extension Number]*
Local numbers with more than six digits include a space before the final four digits.
* The ‘x’ is only for cases where an extension number must be
requested orally or dialed manually in an additional step after
dialing the telephone number.
Either a hyphen or a space may be entered between the area/city code and the local number,
but no other hyphens are to be used.
Examples of Correct Formatting
+1 555 323 1020
+33 1-945244
+49 7152-945244
+49 7152 945244
+356 8437 4667
+91 645623 4576 7898
+44 271 456 7890 x21 [* See note above; correct only if the extension is requested or dialed in
an additional step.]
Examples of Incorrect Formatting
+33 1 55 53 23 10
+49 7152 9452-44
+49 7152-9452 x44 [Incorrect if the “44” is dialed together with the rest of the phone number.]
+356 (0)8437 4667
+91-645623-4576-7898
+91 64562345767898
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