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Tuesday, August 14, 2012

Build Your Name Recognition By Signing Your Emails

Ever been at a party or some social event when someone was introduced and you didn't quite catch the name?

That's why the standard protocol is:  "George meet Susie; Susie meet George." 

Then, George says, "Hello, Susie."  And, Susie says, "Hello, George."

The names get repeated at least three times, and there's a much better chance Susie and George will remember each other's name.

That kind of dynamic is also true in the workplace where emails fly fast and compete with other flying documents to attract the attention of a reader and make a memorable and positive impression upon the reader.

To do that, the reader must at least know the writer's name.  How can you plant your name or attach your name in ways that help the reader to remember who you are? When you do, it's called, in a small way, building name recognition.

If your return address does not state your name or at least your last name, that's a good place to begin. Choose a return email address that at least hints at who you are or, better yet, spells it out.

Then, always add a signature line or block that provides quick contact information.

Those are two simple ways of repeating your name and helping other people to remember who you are.  There is an easy third way, too.  If information has been exchanged, reply with a quick "Thank you (George or Susie)!"  using that other person's name. (People like to read their own names and hear them).

 That third time is not a charm that will result in your being unforgettable, but it does leave a positive impression that will be difficult to forget.

That's building name recognition. Take the time to do it.


  1. I find this blog humorous and informative. Mainly when I meet new people, I never can remember their name. Building your name is important in writing as well as in business.

  2. The signature of my email is one thing that I have always taken the time to create. Making a professional signature with contact information has alsways been important to me. In a business relationship, you want a client, boss, or anyone else to always be able to contact you. Creating a signature that includes contact info is essential. One thing I have always done as well is finding a way to incorporate my work logo to my signature. It is a way of showing who you are and who you represent. Being in marketing, this is an important, simple idea.

  3. Tracy McDown, Section WI4October 18, 2012 at 7:22 PM

    Ms. Simpkins, as discussed in our writing class an individual should always let the reader know what their name is and how the reader can get in contact with the sender. One may have questions that the sender can answer and it is very helpful to include that information in the signature block. In my line of work I don't know the email sender and they do not know me personally so it is always best and looks professional to close the email with a signature block. Name recognition is an important key, but it could also be a way of networking that you may not realize until you make that impression on someone that may get forwarded your email. This is a very great posting.

  4. This is very insightful. I did not realize just how important it is to make sure you have name recognition. Often times I quickly respond to emails or compose an email without a second thought of making my name protocal. However, after reading this entry I will definitely make sure I pay attention more.

  5. Thank you for this comment and for reading so thoughtfully.

  6. This is one very interesting point that many people do not do frequently. Also, it can be very effective in a workplace. I never paid enough attention to this fact. I will make sure that I will build my name recognition on my next emails.

  7. Before reading this post, I did not realize how important name recognition in the workplace is. I will for sure apply signature block into my emails from now on.

  8. Being as one who is horrible at remembering names, I see how important it is to do this. I can barely remember many of my co-workers names on a daily basis, much less through e-mails of people I may not see each day. Through this class I have been shown how important and helpful it is to have names attached to what you submit.

    -Jared Murphree (WI8)

  9. Name recognition is vital in the business work place as people are sending and receiving emails left and right all day long. In order to have your email read and replied to it is important that name recognition become a top priority when constructing emails. A signature block makes an email look a lot more personal rather than a convenient reply from ones iPhone.
    Amanda Lee WI7

  10. Shavonda Shuford (WI7)March 23, 2013 at 11:15 PM

    As I have learned the signature block is one of the four parts of basic workplace e-mail correspondence. Reading this article further explains its importance and how it contributes to building name recognition.

  11. Maranda Jackson (W18)

    Building reconginiton of your name through signing e-mails, documents, and so forth can play a critical role in helping to "get your name out there", but of course, if used correctly, then it should in all positive ways!