2015 Visual ID Manual

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BSC
Birmingham-Southern College
E-Mail Signatures and Voice Messaging
miscellaneous items
E-mail is no doubt the most popular means of communication that
comes into and goes out of our campus. Impressions—both positive and
negative—about the college’s level of care and concern can be formed
based on how employees “sign” their e-mails and the “automated”
responses they send when they are away from the office.
In the college’s ongoing efforts to be as helpful and responsive as possible
to all of our constituents, a standard e-mail signature should be used with
all internal and external e-mails, as well as a standard e-mail automated
out-of-office response to be used with all internal and external e-mails.
Likewise, the temporary absence greetings we leave on our office
telephones when we are out of the office on annual leave, business, or for
college holidays, also can leave positive or negative impressions about
our college. Therefore, a standard telephone temporary absence greeting
should be used.
Information on setting up email signatures and telephone temporary
absence greetings can be found at
helpdesk.
Sample Out-of-Office E-Mail Response
Thank you for your email. I am currently away from the office and will
return on Monday, January 30. If you need immediate assistance before
that time, please contact Barbara Collins, assistant director of strategic
planning, at or 205-226-XXXX. Otherwise, I will
respond to your email on January 30.
Mark Goodman
Sample Email Signature:
Sue Fairchild
Associate Vice President for Strategic Planning
Birmingham-Southern College
900 Arkadelphia Road
Box 54XXXX
Birmingham, AL 35254
205-226-XXXX—Office
205-XXX-XXXX—Cell (optional)
205-226-XXXX—Fax (optional)
Explore … Birmingham-Southern College
SampleTemporary Absence Phone Greeting:
You have reached the office of Mark Goodman, director of strategic planning at
Birmingham-Southern College. I am currently out of the office and will return on
Monday, January 23. During my absence, please contact Barbara Collins, assistant
director, at 205-226-XXXX. Or, please leave a message at the tone and I will look
forward to returning your call on Monday. Thank you.
SampleTemporary Absence Phone Greeting for College Holidays:
You have reached the office of Sue Fairchild, associate vice president for strategic
planning at Birmingham-Southern College. The college currently is observing
its Christmas Holiday Break until Monday morning, January 2. If you need
immediate assistance during this time, you may contact our Campus Police Office
at 205-226-4700, or you may try my cell phone at 205-XXX-XXXX. Otherwise,
leave a message at the tone and I will look forward to returning your call on
January 2.