Email Signature Guidelines Also available at: https://consolidatedhealthplan.com/about/emailsignatures Drew Juan Karen Patty Betsy Revision Date: April 6, 2016
Email signature guidelines and templates In order to communicate a clear and consistent brand identity to our stakeholders, we need to standardize our email signature formats. In the same way we have a standard format for business cards, we will apply the new branding to their email signatures. A standard, consistent, and clean email signature will present a more professional look for CHP. Our customers might interact with more than one employee over time and so it is best to have a consistent brand. The email signature is not the place to boast about awards or honors. Please do not alter the font size or color of your contact information, and no additions to the email signature, such as quotations or icons, will be allowed. What follows are some simple rules and guidelines and a standard email template for you to use. How to update your email signature: 1. On the Home tab, choose New Email. 2. On the Message tab, in the Include group, choose Signature > Signatures. 3. Under Select signature to edit, choose New, and in the New Signature dialog box, type a name for the signature. 4. Under Choose default signature, do the following: o In the E-mail account list, choose an email account to associate with the signature. o In the New messages list, choose the signature that you want to be added automatically to all new email messages. o In the Replies/forwards list, choose the signature that you want to be added automatically (auto sign) when you reply to or forward messages. * Remember to edit your chosen signature to include your information (name, title, phone extension). Only the information in the templates below is to be used in your signatures. 5. Under Edit signature, copy and paste your chosen signature, and then choose OK. Please note: NEB is a client-specific departments is not affected by this change. 2 P a g e
Guidelines and rules for use Images and Logos Do not use images or logos within the email signature in addition to the CHP logo provided. Please note: Some email clients and mobile devices block the appearance of images. Images can also increase the size of email inboxes exponentially. If you feel you have specific requirements that require a logo in addition to CHP s logo, please contact abailly@chpemail.com with your business case. Personal contact information The signature is designed to be kept as short as possible while providing the most important contact information. Do not include personal contact information, with the exception of a mobile phone you use for business. Disclaimers/Confidentiality Notice The use of a confidentiality notice at the bottom of a signature is mandatory. Staff with mobile device signatures Please note all mobile devices post you email signature and logo consistently. Please check based on the device you use. For mobile devices that do not include functionality to define separate signatures for work and personal, allow for the use of an abbreviated signature. Department Recommendations CHP recommends customer-facing departments need email signature with CHP logo and social media icons (Templates 1, 2, 4, 5, 6). Examples of these departments are: claims, customer service, accounting, enrollment, account management, sales, etc. 3 P a g e
Template 1 Template 2 consolidatedhealthplan.com 4 P a g e
Template 3 consolidatedhealthplan.com Template 4 5 P a g e
Template 5 Office: (413) 733-4540 x### Fax: (413) ###-#### consolidatedhealthplan.com Template 6 Name CHP 2077 Roosevelt Ave. Springfield, MA 01104 www.consolidatedhealthplan.com (800) 633-7867 ext. ### Direct Line: ###-###-#### CHP is an industry leading claim administrator providing affordable health insurance and special risk solutions for thousands of policyholders worldwide. CHP offers: student health and accident plans; employee health and dental plans; FSA and HRA administration; participant accident insurance and back-room claim administration for carriers. For more details on our services, visit www.consolidatedhealthplan.com. 6 P a g e