Email Signatures
With over 40,000 employees and physicians, email is heavily depended on as a form of communication. It's important to remember that essential non-verbal components of communication are lost in the use of email, such as facial expression, tone of voice, eye contact, and body language.
As a tool for communicating words, email cannot adequately reflect your mood or emotion at the time of writing and can be easily misinterpreted.
General email tips
- Subject Line - Use clear and precise subject lines that indicate the topic of your message.
- Carbon Copy (Cc) - The Cc line is used to send a copy of your message for information only. This means the sender is not expecting a reply so the individual copied doesn't need to respond. Make sure the Cc recipients really need to know and receive this email.
- Blind Carbon Copy (Bcc) - Blind carbon copy (Bcc) is used to keep someone informed of an issue that does not directly involve them. Again, make sure the Cc recipients really need to know and receive this email.
- Replying - When replying to a message, quote only the part to which you are replying. It may be confusing to include the previous messages if it is not important to the reply. So avoid clutter and confusion by deleting all other unnecessary messages.
- Reply All - Unless an entire mail group requires an answer send your reply just to the sender. Be careful especially when you are choosing either reply to sender, reply to all or forward. Before hitting the send button, double-check who is going to receive the message. It is very easy to send someone an email not intended for them.
- Phone Numbers - To ensure consistent application when writing phone numbers, use dashes for phone numbers (e.g. 306-000-0000, not 306.000.0000).
- Capital Letters - Do not use all capital letters in your messages. In the computer world using capitals is the same as SHOUTING.
- Graphic Design - You wouldn't use a hammer to pound in a screw, so don't use e-mail to create posters. It is not a graphic design software package.
- Message Length - Do not send out a long email message. If your message is very long, it may be better to create it in a text processing software package such as Word, and then attach it to the email message. You then have more control and options to format it for layout and readability.
- Attachments - Do not attach a document that contains only a few words. Remember to insert the attachment. It is courteous to include an opening statement with the attachment. e.g. As discussed, please find attached the document required for your project. The receiver will then know the attachment is intended for them and that it wasn't sent in error. Be cautious when sending attachments that require a lot of memory such as PowerPoint files with colourful graphics or photos. Such files could cause problems such as very slow download time or crashing of the computer system.
- Paragraph Lengths - Do not write lengthy paragraphs. Readers need white space for their eyes to be able to breathe. Appropriate paragraph lengths are three to four sentences or 40 to 50 words. Shorter paragraphs increase the readability of the message, as well as the likelihood of someone actually reading it.
- Acronyms - Limit the use of acronyms and abbreviations unless the recipient is familiar with them. Note: SHA is a permitted acronym for the Saskatchewan Health Authority.
- Jargon - Limit the use of jargon or technical language unless absolutely necessary.
Email principles and meeting invitation etiquette
Email style and signatures
Although more complex email signatures are being used with increasing frequency, plain simple text signatures are preferred to project a consistent, professional brand for Saskatchewan Health Authority. These guidelines reflect this plain and simple approach to email signatures.
A signature has the effect of signing off the message and in a reply message of indicating that no more response follows. It also allows the recipient to access your contact information quickly. Remember, you are sending an email so there is no need to include your email address in your signature.
Graphics, quotes, colour and stylized fonts in signatures
The intent of your email signature is to provide simple, concise contact information for the recipient. Bold fonts, colours, special characters, varying fonts and graphics may affect how your message displays on different web servers and devices like mobile phones. Email spam and anti-virus filters typically strip images and embedded web addresses from messages prior to delivery or place them into “junk” folders.
Given the above, attachments and inclusion of additional information to email signature templates including quotations, graphic banners, social media and website graphics, images, and stylized signature fonts is prohibited.
Direction within email signatures to websites or social media channels not approved or connected to the Saskatchewan Health Authority and relevant to your position is also prohibited. Website addresses should be included when appropriate in text link only. Social media channel information is optional (in text link only), but must be Saskatchewan Health Authority approved social media or website information.
Email signature template
Email body content should follow the official print font for the Saskatchewan Health Authority, Calibri 11 point. The addition of a fax number is permitted, if operationally required. Legal disclaimer must be included. Do NOT colourize your signature fonts - which should be in black with the exception of the Truth and Reconciliation statement and legal disclaimer that are grey (RGB: 51,51,51 or 80 per cent black). The use or inclusion of pronouns in email signatures is optional.
Please change your email signature to be in line with the template.