Writing Matters

Should E-Mail Signatures Include Religious Quotations?

Today, I've e-mailed back and forth with a friendly, respectful, professional woman I met at a conference about a month ago. I'll call her Jane Doe. She uses the following e-mail signature:

Jane Doe
Director of Support Services
ABC XYZ University
10 College Street
Anywhere, State USA
P: 555-123-4567  F: 555-987-6543

"In the midst of actions and studies, the mind can be lifted to God, and by means of this directing everything to the divine service, everything is prayer."  Ignatius of Loyola

The quotation from Ignatius of Loyola rubbed me the wrong way. The really really wrong way. But mostly, her e-mail signature made me wonder. Why did she include the quotation? Surely she realizes that some of the people she communicates with in her role as Direct of Support Services do not share her views about divine service. Why would she risk alienating professional contacts in this way?

In my opinion, when you're e-mailing at work, your signature is a humble, utilitarian bit of writing intended to make it easy for people to reach you. It should include: 

• Your name
• Your company's name
• Your contact information: phone, fax, mailing address, etc. No need to include your e-mail address as the system will provide it.

Your signature might include:

• Your title
• A closing such as "Thank you"
• A tag line

But back to the words of Ignatius of Loyola. I'm still seeing red, but I'm interested in your opinion. Do you think it's OK to include religious quotations or scripture in your e-mail signature? Post here or let me know.

-- Leslie O'Flahavan

Job: Online Writer/Editor for Online Campaign

I am reposting this job opening from the DC Web Women list. I bet there's a Writing Matters reader out there who's a perfect fit for this position.

"Looking for a writer with an energy background - but we will consider those without.  Send resumes to Christine Greeves at cgreeves@virilion.com." 

Online Energy Writer/Editor
 
DC interactive marketing and communications agency seeks high-volume writer/editor to generate online and print content in support of clients’ advocacy energy campaign. Experience writing for energy focused campaigns, specifically skilled in the area of base load energy including coal and natural gas.  Skill in varied formats for online required. Comfort with social media platforms a must.  Research and substantiation talent vital. Competitive salary, collegial atmosphere, near McPherson Square Metro.
 
Principle duties and responsibilities:

• Develop polished copy for every form of online or interactive communication, including Web sites, email, blogs and other social media.
• Create effective messaging that conveys the strategic objectives and brand positioning of our clients.
• Provide feedback on strategy and communications.
• Provide research via Web and other resources.
• Everything else we ask you to do with words.

Requirements:

• Professional experience creating content for online distribution with base load energy focus including coal and natural gas background. 
• Success in a news media reporting or writing position, public relations or strategic communications with an agency.
• Solid understanding of organizational communications and how messages are integrated across marketing channels in multiple formats.
• Ability to write in a variety of styles, adjusting to match target audience.
• Strong research skills.
• Rigorous attention to detail. (Spell check your resume before sending.)
• Ability to meet tight (usually daily) deadlines on multiple projects. Quick turnaround is the norm.
• Requires occasional evening and weekend work.
• Eagerness to keep learning new technologies as the interactive field grows.
• Positive attitude and comfort working as part of a team.
• Experience and comfort with major social networking platforms a must.
• Proficiency in PC, Excel, Word, browsers, email.

NOTE: Include salary requirements in your cover letter.  No telecommuters.

-- Leslie O'Flahavan

Tone Deaf Auto-Responders: Would You Buy Insurance From These Men?

When a friend mentioned some too-good-to-believe, low-risk, high-yield annuities that she had purchased, I decided to find a similar deal. I googled “annuities” and turned up 2Insure4Less.  I quickly completed a form requesting quotes on annuities. Within minutes, my phone rang off the hook, and my inbox was flooded by what would be the first of a succession of almost identical canned e-mails from different insurance companies.

What interested me about the e-mails was the tone. Within the course of a week, the tone of these successive e-mails went from pleasant to ominous. 

Day 1 Tone: A pleasure to serve you

“Your request for an insurance quote was referred to (NAME OF AGENT). Your quote is being prepared and you will be contacted shortly. However if you wish to discuss your coverage right away, please contact (NAME OF AGENT) and you will be serviced immediately. We appreciate the opportunity to quote your insurance and look forward to serving all your insurance needs.”

Day 4 Tone (following a flurry of phone messages): Urgent

“The insurance quote you have requested at 2Insure4Less.com has been prepared and you are advised to call the insurance agency as soon as possible. The quote is based on the information you have provided and may be adjusted based on your coverage budget requirements. . .” 

Day 5 Tone: Impatient 

"We have not heard from you yet and would appreciate the opportunity to discuss the quote we have prepared per your request. . . . To provide you with an accurate quote, we need a few minutes of your time to discuss all available options and answer any questions your might have. Please call the phone number below during regular business hours.”

Day 7—Tone: Ominous

“This is the last reminder. We have made several attempts to reach you by phone and e-mail to provide you with the insurance quote you requested.

Please call as soon as possible using the number below. If we do not hear from you in the next 48 hours, your quote will expire and the information you have provided will be deleted . . .”

The Day 7 e-mails left me wondering: do these guys moonlight as bill collectors?  (Last reminder. . . If we do not hear from you in the next 48 hours. . . Your quote will expire.)

Surely, I should get more than a week before I “expire.” The agent that I’m likely to call back sent an e-mail telling me his qualifications, providing links to his book on annuities and some general information on annuities.  It was friendly, personal and nonthreatening.

— Marilynne Rudick