What to set as your military email signature?

2015-04-08T01:15:04-04:00

So a quick question about military signature block on emails. So usually the norm is :

Rank, Name
Duty Title
Unit

So what if you hold two different duty titles? My case is that I am the Platoon Sergeant as well as the Shop NCOIC. The platoon consist of 3 different shops. I have to send plenty emails as both titles. So my case is do I double slot my email(as in a slash between titles), set separate signatures for all the emails (which gets annoy), place the higher position? Any help on this?

Response by SSgt Private RallyPoint Member made Apr 8 at 2015 1:26 AM

2015-04-08T01:26:49-04:00

My favorite titles were goober, suckup, brown-noser, flyboy. Haha. I used to go around the base with FLY NAVY on a license plate back in Arkansas...lol

Response by CW3 Private RallyPoint Member made Apr 22 at 2015 3:29 PM

2015-04-22T15:29:28-04:00

Two options. One would be to include both titles into a single signature block that you use for all emails. Option two is to create two different signature blocks in Outlook; then you can click the drop down menu and choose which one to include in a given email. To do this, go to Outlook and click Tools | Options, then click the Mail Format tab and click the Signatures button. Create both versions of your signature and title them appropriately. Now, when you send an email, click the Signature drop down menu and select the one that you need.

Response by CH (MAJ) William Beaver made Apr 22 at 2015 3:30 PM

2015-04-22T15:30:25-04:00

I follow my Commanders expectations.

Response by CW3 Private RallyPoint Member made Jun 21 at 2015 9:27 PM

2015-06-21T21:27:22-04:00

The attached document on Army Operational Knowledge Management (Managing E-mail) states that you should "Include a signature block on all messages that contains your phone number and email address. This allows people to respond to you even if they only have the last piece of an email thread available." Along the same lines, adding an appropriate and recognizable duty title for which the majority of your correspondence relates allows readers to understand your relevance, in relation to the e-mail or e-mail chain, if their is not an established relationship. It is easy for individuals to communicate in a more relaxed manner using e-mail, it is vital that you know your audience and remember that your messages can be forwarded over and over. Keep it professional! AR 25-50 (Preparing and Managing Correspondence) addresses signature blocks, but lacks reference to digital communications at the present time. Hopefully soon this will be standardized.

http://usacac.army.mil/cac2/AOKM/FactSheets/AOKM_FactSheet_Managing_Email.pdf

Response by MAJ Private RallyPoint Member made Sep 23 at 2015 10:35 PM

2015-09-23T22:35:48-04:00

Mine is:

Name
Rank, Branch (Functional Area)
Job Title
Job Title
Unit
Office #
Cell #

Christopher J Lautner
CPT, IN (FA57)
Battle Command Officer
Knowledge Management Officer
HQ 37 IBCT

However, it is going to depend on your unit Knowledge Management SOP. The lowest echelon that has a Knowledge Management Officer is the Brigade. The KMO is responsible for writing the KM SOP and managing it, which includes general email practices, signature blocks, naming conventions, and more.

To answer your question, I would double slot your job title. I use separate lines however. The one on top should be the assigned position, in my opinion, and the one below should be the one that is an additional duty or responsibility. For me, Both of my duties overlap quite a bit so it works out well.

I noticed that AR 25-20 offers some guidance, however, it is not necessarily prohibitive on the position you are occupying. The example provided is 2 vastly different positions.

I would consult your unit KM SOP and see if it has any guidance. If not, this is also a good opportunity to ask about the program in your unit and see if your Battalion has a Knowledge Management Representative that can bring these kinds of concerns to the KM Working Group.

Just my thoughts on the matter from the KM side of the house in regards to this particular issue.

Response by SrA Edward Vong made Sep 23 at 2015 10:39 PM

2015-09-23T22:39:58-04:00

Mine was as follows

SrA Vongtanaanek, Ekkarut
Systems Administator
Tomahawks AMU
57 AMXS

"Those who do not fear the sword they wield have no right to wield a sword at all"

Response by CSM Private RallyPoint Member made Sep 24 at 2015 1:04 AM

2015-09-24T01:04:11-04:00

In outlook you can build multiple signatures and choose which one you want to use.

Response by SGT Private RallyPoint Member made Oct 16 at 2015 4:38 PM

2015-10-16T16:38:15-04:00

There used to be a regulation with quotes. I'd use that under a format similar to yours.

Response by SSG Private RallyPoint Member made Nov 3 at 2017 10:36 AM

2017-11-03T10:36:24-04:00

Something I see people do that drives me bananas because I think it's unprofessional is dropping a quote at the bottom of the email as part of their signature... examples:

SGT, Name
Unit
Supply SGT
Office Phone
Cell Phone
Email

"What defines us is how well we rise after falling." BATMAN

SSG, Name
Financial Clerk
Work Phone
Fax
E-Mail

"Don’t underestimate me. I know more than I say, think more than I speak and notice more than you realize." Brigitte Nicole

*Note* I copied these from actual emails and left the ranks and duty positions intact. This stuff.... ugh....

Response by MSG Floyd Williams made Nov 3 at 2017 10:49 AM

2017-11-03T10:49:55-04:00

1. Rank, Name
2. Position

Response by SFC Michael Hasbun made Feb 5 at 2018 5:30 PM

2018-02-05T17:30:21-05:00

AR 25-50
Preparing and Managing Correspondence

https://armypubs.army.mil/epubs/DR_pubs/DR_a/pdf/web/r25_50.pdf

r25_50.pdf

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Response by LTC Trent Klug made Jun 26 at 2018 6:37 PM

2018-06-26T18:37:11-04:00

A very long time ago. I included "everyone's bitch boy" in my signature block.

I highly recommend against anyone else using it.

Response by SSG Alleria Stanley made Jul 23 at 2020 10:55 AM

2020-07-23T10:55:07-04:00

Resurrecting a long dead thread, but only due to this coming up on a relevant search I did.

For Army, I direct users to AR 25-13, para 3-2(b)(2).
"Use of inappropriate signature blocks when sending electronic messages (emails). Army policies for records management apply to emails. Emails generated by Army personnel in their official capacity from Army communication devices (including but not limited to computers and hand held devices) will not contain slogans, quotes, or other personalized information as part of the individual sender’s signature block. Signature blocks within emails will contain only the necessary business information, such as: the name of the organization (office, activity, or unit represented); official mailing address or unit information; name of individual; telephone numbers (Defense Switched Network, commercial telephone, cell phone number, or facsimile numbers); office email addresses or government websites (unit web or social media page); government disclaimer (Privacy Act Statement, Attorney Client Notice); unit historical motto (http://www.tioh.hqda.pentagon.mil); or any other information approved by HQDA. Requests for exceptions will be submitted to the first O6 or equivalent in the chain of command (with possible delegation to the next O5 in the chain of command, or his/her equivalent)."