SIGNATURE POLICY

Transcription

1 SIGNATURE POLICY Effective Date: August 21, 2012 It is important that we, as a company, maintain and exude the utmost professionalism in all aspects of our day to day operations. Our e mail signatures are a small, yet effective reflection of our professionalism. DOs and DON Ts: DO: Add the links to your property s blog and/or social media accounts if applicable. Make sure your signature is on all outgoing, forwards, and replies. As noted in the HK Green Policy, please add the following to the bottom of your e mail signature: Please consider the environment before printing this . The is the letter P in the Webdings font. Add your TTY number. If you don t know yours, use your state TTY Relay Service. To find your state s number go to: able.com/relay.html. For more information about TTY, please see the FAQ section. This is often also referred to as a TDD number. Do use the trademark symbol after designations when required by the supplying institution or association (i.e. IREM Designations). The trademark symbol ( ) is created by holding down the ALT button and typing 0174 DON T: Add graphics to your e mail. Many e mail recipients will not be able to see the image, and/or will see your e mail as spam. Add a stationary to your signature. Add a background image or color to your signature. Add quotations. While this is perfectly acceptable for personal messages with friends and family, quotations should be left off company signatures.

2 For Corporate Office Employees: Jane Smith Accounting Specialist Times New Roman, italic, 10, grey 50% HK HallKeen Management Real Estate Management and Investment Times New Roman, bold & italic, 10, green 320 Norwood Park South, Norwood MA Calibri, normal, 10, grey 50% Phone: (781) Fax: (781) Calibri, normal, 10 grey 50% Times New Roman, hyperlink, 10 follow our blog like us on Facebook connect on LinkedIn Calibri, 9, grey 50% (hyperlink is Times New Roman) Please consider the environment before printing this . is bold, 14, green calibri, italic, 9, green NOTE: If you e mail with the public on a regular basis, please include the TTY number in your signature. Links: HK Facebook Blog HK website Personal LinkedIn b2b go to your LinkedIn page, and see link for Your public profile For On Site HallKeen Assisted Living Employees: Jane Smith Executive Director Times New Roman, italic, 10, grey 50% HallKeen Assisted Living Communities Times New Roman, normal, 10, grey 50% Assisted Living Property Name 123 Sesame Street, Chicopee, MA Calibri, normal, 10, grey 50% Phone: (781) Fax: (781) Calibri, normal, 10, grey 50% TTY: (800) Calibri, normal, 10 grey 50% jsmith@hallkeen.com Times New Roman, hyperlink, 10 follow our blog like us on Facebook connect on LinkedIn Calibri, 9, grey 50% (hyperlink is Times New Roman, 7) Please consider the environment before printing this . is 14, green Calibri, italic, 9, green

3 For On site Multi Family Employees: Jane Smith Leasing Consultant Times New Roman, italic, 10, grey 50% HallKeen Management Times New Roman, normal, 10, grey 50% Property Name 123 Sesame Street, Chicopee, MA Calibri, normal, 10, grey 50% Phone: (781) Fax: (781) Calibri, normal, 10, grey 50% TTY: (800) Calibri, normal, 10 grey 50% Times New Roman, hyperlink, 10 follow our blog find us on Facebook connect on LinkedIn Calibri, normal, 9, grey (hyperlink is Times New Roman, 9) Please consider the environment before printing this . is 14, green Calibri, italic, 9, green For Multi Site Employees: List the contact information for your other property to the right by clicking the tab or space bar button. Same colors, fonts and sizes as above. Jane Smith Senior Property Manager HallKeen Management Property Name Other Property Name 123 Sesame Street, Chicopee, MA Other Property Address Phone: (XXX) XXX XXXX Fax: (XXX) XXX XXXX Other Property Phone Fax Number TTY: (XXX) XXX XXXX Other Property TTY Number follow our blog like us on Facebook E mail: jsmith@hallkeen.com connect on LinkedIn Please consider the environment before printing this . follow our blog like us on Facebook

4 How to add your signature to e mails, forwards, and replies Microsoft Office From the main Microsoft Outlook window, on the Tools menu, click Options, and then click the Mail Format tab. 2. Under Signature, click Signatures, and then click New.

5 3. Enter a name for your new signature box. 4. Under Choose how to create your signature, select the option you want. (choose START NEW BLANK SIGNATURE) 5. Click Next. 6. Add your signature by following the HK style guidelines listed in this memo.

6 7. Click Finish. 8. Click OK. 9. Go back to the mail format screen and use the drop down menu to choose the new signature for New Messages and Replies and Forwards. 10. Click OK.

7 1. Click the options tab. How to add your signature to e mails, forwards, and replies Using Microsoft Exchange or CITRIX 2. Click Edit Signature. 3. Edit your signature, using the style guide listed in this memo. Please note, exchange and Citrix only allow you to use plain text (you cannot use colors or Webdings).

8 4. Click Save and Close. 5. Check off the box that reads: "Automatically include my signature on outgoing s" 6. Click Save and Close.

9 How to add your signature on your iphone 1. Tap settings on iphone screen 2. Go to mail, contacts, calendars 3. Tap signature Enter your signature by using the style guidelines mentioned in this memo.

10 How to Set Up Signature on Blackberry There are many different kinds of blackberries, so directions may vary from model to model. These directions below are general. 1.) Go to your management area. This will be in the settings/preferences area of your BlackBerry main page under set up. 2.) Find the address you are address on this page and then click on the "Options" or edit screen. You will find a box that says "Signature" that will contain the "Sent from my BlackBerry" text. Simply delete this text and input your signature using the style guides listed in this memo. For ipads, PDAs, and or other types of mobile devices (Droid, Samsung, Palm, etc) There are many devices that connect to the internet. If your device is not listed in this memo, please search on or Google for directions. If you are unable to find information, please inquire with the HK Marketing Department.

11 FREQUENTLY ASKED QUESTIONS Q: How do I use this character in my signature:? A: Click shift and the front slash button found above the enter key. Q: I m still confused as to how my signature should look. A: E mail the Marketing Department for help. Q: Do I have to use a signature in my s? A: Yes. Q: My property has a general marketing address for leads and different people check and respond using this account. What signature should I use for that address? A: Instead of using your name, please put Leasing & Management Staff, and then follow the guidelines above to include your contact info. Q: What is a TTY or relay service? And why should I put it in my signature? A: TTY stands for Text Telephone. It is also sometimes called a TDD, or Telecommunication Device for the Deaf. TTY is the more widely accepted term, however, as TTYs are used by many people, not just people who are deaf. A TTY is a special device that lets people who are deaf, hard of hearing, or speech impaired use the telephone to communicate, by allowing them to type messages back and forth to one another instead of talking and listening. A TTY is required at both ends of the conversation in order to communicate. If you don't have a TTY, you can still call a person who is deaf, hard of hearing, or speech impaired by using the Telecommunications Relay Service (TRS). With TRS, a special operator types whatever you say so that the person you are calling can read your words on his or her TTY display. He or she will type back a response, which the TRS operator will read aloud for you to hear over the phone. Toll free TRS services are available 24 hours a day, 365 days a year. To find your state s number go to: able.com/relay.html Q: How do I insert a Hyperlink? Choose "Insert" from the menu bar and click "Hyperlink" to bring up the "Insert Hyperlink" dialog box (or press control K). Insert the Internet address that you would like to hyperlink the selected text or image. You can key in the Internet address in the "Type the file or Web page name" text box. Or you can click on the "File" button to find the website address on your hard drive. If it's easier, click the "Web Page" button to open your Internet browser and go to the website which will then copy the website address. The final method is to click the "Bookmark" button and select an existing bookmark to link to. Click the "OK" button to assign the chosen hyperlink to the selected text or image and close the "Hyperlink" dialog box. Check that the image or text you selected will now link to the website or bookmark.