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Guidelines for your email signature

7 May 2020

Many of us are currently working from home but it's important to let other colleagues and contacts outside the council know how and when you can be contacted. 

So please make sure that your email sign off gives all this information clearly.


Here's an example of how your sign off could look, but make sure it's right for you and your situation:

  • Name Surname | job title | division | department | work mobile number (if appropriate) | direct dial (if appropriate) | please contact me on Skype.
    I/The xx team am/is currently working away from the office. Today my working hours are xx until xx and I will be available between these times. Thank you.
    Visit us at www.derbyshire.gov.uk | Follow us on Twitter | Find us on Facebook

Please remove your office direct dial number unless you're able to retrieve voicemail messages remotely or you have diverted your office phone to your work mobile. You can find out how to retrieve voicemail messages on service desk online.

If you aren't working standard office hours please include the email address of a colleague as a contact during office hours if people need to contact someone urgently, like you would on an 'out of office' message.

Even if you're working away from the office, please don't use the 'out of office' option in your electronic calendar as this suggests you're not available.

Please also stick to our brand guidelines and use Arial font at 11 point. And don't add any images or graphics to the end of your sign off.

You may need to make minor alterations to the suggested format if there's a specific need, for instance if you work different hours every day.

If you're unsure how to edit your email sign off:

  1. In Outlook, go to file at the top left hand corner of your screen.
  2. Then click on options, mail, signatures.
  3. Edit as appropriate and click OK.