Proper Email Signature Block

[shlebz]

what would the propper email signature be? i tried searching this topic but came up with nothing, although that was probably a failure on my part haha. This is mine:

C/1stLT Shelby M. Heberling
Deputy Commander/Executive Officer, GRL WI-***
Civil Air Patrol

is that correct? or what am i doing wrong?

Thanks!

[lordmonar]

A proper military signature Block

FIRST M. LAST, Rank CAP
Title (if you have one)

Name is all caps
Rank can be abbreviated C/SSgt, C/1st Lt, Maj or spelled out, Major, Captain
Titles are:
Commander
Cadet Commander
A Flight Commander
A Flight Sergeant

[Pylon]

There is no official signature block format in CAP, so you're free to put you think is essential in there.  Name and grade, duty assignment/unit, and of course, identifying Civil Air Patrol are probably some of the most important elements and you've got that.

You just need to fix the capitalization and spacing on your grade to reflect the official abbreviations in CAPR 52-16, and your duty titles to reflect those in CAPP 52-15.

So:

C/1st Lt Shelby M. Heberling
Cadet Deputy Commander / Cadet Executive Officer, GRL-WI-XXX
Civil Air Patrol

[Eclipse]

The "Propper" signature looks something like this:

[Lord of the North]

CAPR 10-1, Preparing Official Correspondence, paragraph 7c states:

Signature Block. The signature block begins at the center of the page on the fifth line after the preceding text. The writer's signature is placed in the space immediately above the signature block.

(1)  Two-Line. This is the preferred signature block. It consists of the writer's name in all capital letters followed by a comma, the writer's grade in normal upper and lower case followed by a comma, and the capital letters CAP on the first line (other organizational designations, such as AF Aux or USAFA, are not authorized). The second line states the writer's duty title in normal upper and lower case. See examples below:

JONATHAN Q. OFFICER, Colonel, CAP      JASON P. KIDD, C/TSgt, CAP
Commander                                                     Cadet Logistics Officer

(2)  Three Line. A three-line signature block may be used when the name and grade or the duty title are too long for a two-line format. See examples below:

JONATHAN Q. OFFICER, Colonel, CAP                ARTHUR J. FELDEMEN, JR
Assistant Wing Deputy Director for                   Brigadier General, CAP
Operational Resource Management                    National Vice Commander   

(3)  Graphics are inappropriate with either type of signature block.

[Phil Hirons, Jr.]

CAPR 10-1 Attachment 5 Traditional E-Mail

shows the sample

Regards,

Art

Arthur L. Seeber, Capt, CAP
Staff Officer, SWR-TX-442

The signature block is required on memorandum style e-mail

[Private Investigator]

CAPR 10-1, Preparing Official Correspondence, paragraph 7c states:

Thank you sir. Its one of my pet peeves and I can not believe most Senior Members are clueless about CAPR 10-1. Most Cadet Officers actually do very well on official correspondence.

Thanks again ...

[MSG Mac]

C/1stLT Shelby M. Heberling
Deputy Commander/Executive Officer, GRL WI-***
Civil Air Patrol

is that correct? or what am i doing wrong?

Thanks!

Use only  your highest position in your signature.

[RogueLeader]

What if you have several equal titles?  Just use the appropriate title for the business?

[davidsinn]

What if you have several equal titles?  Just use the appropriate title for the business?

Yup.

[Eclipse]

Yes, yes, yes!  ONLY ONE!

And only titles that are relevant to CAP.  People with more than a single title in their sig block just look desperate and sad.

No one cares if you're the Grand Puba of Looking Out The Window (3rd Class).

[davidsinn]

Yes, yes, yes!  ONLY ONE!

And only titles that are relevant to CAP.  People with more than a single title in their sig block just look desperate and sad.

No one cares if you're the Grand Puba of Looking Out The Window (3rd Class).

It's really annoying when the sig takes up eight times as much space as the message.

[Spaceman3750]

Yes, yes, yes!  ONLY ONE!

And only titles that are relevant to CAP.  People with more than a single title in their sig block just look desperate and sad.

No one cares if you're the Grand Puba of Looking Out The Window (3rd Class).

No, but you should care that I am the Chief Grand Puba of Looking out the Window for the 9th District of the Fraternal Order of Pubas.

Does that fit on a business card?

[SarDragon]

Yes, yes, yes!  ONLY ONE!

And only titles that are relevant to CAP.  People with more than a single title in their sig block just look desperate and sad.

No one cares if you're the Grand Puba of Looking Out The Window (3rd Class).

No, but you should care that I am the Chief Grand Puba of Looking out the Window for the 9th District of the Fraternal Order of Pubas.

Does that fit on a business card?

Yes, in really tiny type.

[N Harmon]

I generally exclude my signature in an e-mail if it appears somewhere else, like in a reply quotation.

[JeffDG]

What if you have several equal titles?  Just use the appropriate title for the business?

Even if they're not equal, use the one appropriate to the business.

I'm a Wing ES Training Officer, but a Squadron IT Officer.  If I'm sending an e-mail about a Squadron IT Issue, I don't sign it as the Wing ESTO.

[Lord of the North]

CAPR 10-1, Preparing Office Correspondence, states:

para 7f "For traditional electronic correspondence (e-mail), the closing element is positioned at left edge of the document rather than at the center of the page. For memorandum style e-mail, follow the signature block guidance (paragraph 7c). The use of civilian/personal signature elements is inappropriate for CAP e-mail correspondence."

para 7c "Signature Block. The signature block begins at the center of the page on the fifth line after the preceding text. The writer's signature is placed in the space immediately above the signature block.
              (1) Two-Line. This is the preferred signature block. It consists of the writer's name in all capital letters followed by a comma, the writer's grade in normal upper and lower case followed by a comma, and the capital letters CAP on the first line (other organizational designations, such as AF Aux or USAFA, are not authorized). The second line states the writer's duty title in normal upper and lower case. See examples below:
             
                          JONATHAN Q. OFFICER, Colonel, CAP                     JASON P. KIDD, C/TSgt, CAP   
                          Commander                                                           Cadet Logistics Officer

             (2) Three Line. A three-line signature block may be used when the name and grade or the duty title are too long for a two-line format. See examples below:

                         JONATHAN Q. OFFICER, Colonel, CAP                     ARTHUR J. FELDEMEN, JR
                         Assistant Wing Deputy Director for                        Brigadier General, CAP
                        Operational Resource Management                        National Vice Commander

            (3) Graphics are inappropriate with either type of signature block.

[DBlair]

What if you have several equal titles?  Just use the appropriate title for the business?

Please, please, don't be one of those who include a resume of positions in a signature block. Instead, use whichever is relevant to the correspondence.