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What does insert signature before quoted text in replies mean?



What does insert signature before quoted text in replies mean?


Most of us use email to communicate with others, but we're not always sure how our messages are being interpreted – especially when it comes to signatures. Email signatures let people know who sent the message (and what company they work for), as well as providing some additional information about yourself or your business.

If you want to add something to your signature, be aware that this will show up in every single reply, since those emails won't automatically go into another folder. You also may have noticed that most modern mail clients display signatures differently than older ones did. If you haven’t customized yours yet, here's an explanation on what each part means.

Should I place signature above quoted text?

This option has been around forever, so if you don’t remember why you might choose one over the other, read below. When you see “[Your Name]” at the top of your email, that’s where your name should appear. It’s the first thing someone sees after their name in a conversation thread. The reason quotes are added later is because they tend to break formatting rules, which makes them look out-of-place. If you've ever received a chain from a client that starts off like this:

Dear Alice,

I just wanted to drop in real quick while I was thinking about [client project], give you an update, etc., etc. Let me know if there’s anything else I can help with!

Best regards,

Bob Smith

When Bob sends this email, he could change his signature line to:

Hi Alice,

Thanks again for all your hard work last week! We really appreciate having had you onboard—we hope to continue working together next year too :)

Cheers,

And then send it without the brackets. This would create a cleaner appearance. Some users opt for both formats depending on what kind of style they prefer. For example, you could write:

Hi Alice,

Thank you very much for helping us get everything ready for the big event yesterday! Everything went great, and everyone loved the food and drinks/alcoholic beverages provided. Thanks again for helping make the evening special!

Have a nice weekend,

Hi Alice,

Thanks again for helping us prepare for the dinner reception tomorrow night! Everyone enjoyed themselves and said they'd love to come back next year. Here's hoping we'll meet again soon!

All best wishes for success with your new position,

Depending on the type of recipient, either way works fine. In general, however, putting your signature before quoted text is preferred. Why? Read more on how to customize your signature below.

How do you put a signature in a quote?

Many companies require employees to sign their names underneath certain types of correspondence. These letters typically accompany important documents, such as contracts, leases, memos, or notices. However, these signatures usually end up looking messy. Instead of using brackets, try adding the signature in its entirety inside the quotation marks instead. That keeps the formatting consistent throughout the document.

Here’s an example from the legal world:

John Doe, Esquire hereby declares under penalty of perjury that the following statements made are true and correct: I am authorized to act on behalf of XYZ Inc., and XYZ Inc. owns the exclusive right to publish the enclosed article, including the author’s contributions, in all media now known or hereafter devised, worldwide, in perpetuity, unless otherwise specified herein. Attached hereto please find Exhibit A - Assignment of Rights signed by John Doe, Esquire on behalf of XYZ Inc. Date Signed: [date]. Signature: Xyz Corp. Vice President Legal Department Phone Number:[phone number]

The same applies for personal communications – even handwritten notes. Try signing your note within the quotation mark pair. Doing so helps keep the format clean and uncluttered.



Should I put a quote in my signature?

Yes, absolutely! But only if you want to. Putting a statement in your signature doesn’t tell anyone reading it that you agree with what’s written. It simply lets recipients know that you wrote the letter yourself.

So, if you receive a question from a reader asking you to clarify a point in your response, don’t feel compelled to answer directly. Just leave the quote in your signature and respond through the original message itself. Your readers will still understand exactly what you meant.

Of course, your signature isn’t limited to simple phrases. There’s no law against writing longer sentences in it. In fact, many professionals use long signatures nowadays. They often contain relevant keywords, acronyms, or buzz words that aren’t immediately obvious when reading an entire paragraph. So, consider including lengthy explanations in your signature if they apply to the context.

For example, if a colleague asks you to check a piece of software, your signature could say:

Sincerely,

Joe Developer

That shows professionalism, plus it highlights useful terms used frequently in job interviews. Don’t forget to proofread your long signatures to ensure clarity and accuracy.

As previously mentioned, though, sometimes it’s appropriate to remove the quote altogether. Imagine receiving an angry call from someone upset that you didn’t return their phone call promptly enough. If your signature says:

Sorry, missed your call. Will followup shortly,

it’s better to replace that section with:

Will contact you ASAP regarding [whatever topic discussed during the phone call.]

Keep your signature short and sweet, and avoid leaving long paragraphs in it. Otherwise, it may become distracting.

Also, think twice about including hyperlinks in your signature. Most professional contacts frown upon doing so. Links open outside of your domain and lead to third party sites, meaning your reputation could suffer. Plus, they disrupt the flow of the signature.

Lastly, never take down your signature once you’ve posted it online. Many employers monitor social networks and review profiles in order to screen applicants. If you suddenly removed your signature from LinkedIn or Facebook overnight, potential future bosses might wonder why.

Should I include signature in replies?

It depends on your situation. While sending emails containing sensitive or confidential data is generally frowned upon, responding to emails that contained private information shouldn’t necessarily result in disciplinary action.

However, if you accidentally forward copies of sensitive emails to non-approved individuals, that could cause serious problems. In addition, if you’re worried about sharing your password via insecure channels, it’s probably wise to refrain from replying until you confirm receipt.

In summary, if you’re unsure about whether to share sensitive info in an email, ask yourself this: Would I want someone to view this content if it were left unattended somewhere? If yes, proceed with caution. On the flip side, if you’re merely forwarding a link to a friend, employee, or family member, you’ll likely be safe to click.

Still confused? Ask a trusted co-worker, supervisor, or IT team for advice in advance.

If you use Gmail, there's one feature that will be familiar to anyone who uses it as their main mail client—the ability to sign off with an email address at the end of messages sent via IMAP or POP3. This allows other people (who don't know your real name) to reply directly to your account without having access to your contact list.

It also gives them a chance to respond to emails from multiple accounts when they're replying to all of those different inboxes at once. It's perfect for freelancers and remote workers alike. And if you want to do this but are not sure how, we'll walk you through setting up Gmail so you have a signature ready whenever you need it. Here's what else to keep in mind about using email signatures.

Should you add your signature on replies?

So should you actually go ahead and type out a full-fledged signature every time you send an email? That depends upon whom you ask. The answer isn't simple because while some experts say yes, others argue no way. Let me explain why adding a signature makes sense.

First, consider the difference between signing someone's name and typing your own personal greeting/name. If you've ever seen the movie A Christmas Carol, you might remember Ebenezer Scrooge responding to his employees' holiday greetings like "Bah humbug!" and then muttering, "Good night." He didn't bother saying anything more than that. In the same vein, would you take seriously a business proposal or contract that was signed only by initials? Of course not! You'd expect something written under the person's actual name. So why wouldn't you expect the same courtesy in an email correspondence?

Second, think about what happens when you write something down—you create a record of what happened. Would you feel differently about the subject matter if you wrote it yourself rather than relying on memory? Or would you just assume that whoever wrote it has the best knowledge of the situation?

Also, imagine how much easier it is to read a message that starts with [Name]: Hi John Doe. versus [Your Name] Hello Mr. Doe. Even though both versions convey the exact same information, the latter version takes less time to process because it doesn't require scanning the entire message first. Plus, it helps establish rapport between two parties who may never meet face to face otherwise.

Finally, let's talk about convenience. Do you really want to click over to another tab and open yet another window to compose a response? Maybe you could get away with doing that if you were sending an important work document, but most often times you won't even realize that you replied until later. And by then, you could already miss the boat.

In short, writing your own signature adds clarity, saves time, and establishes credibility so that people aren't left wondering who you are. They know exactly where to look next when they see your name attached to an email. As such, many professionals recommend including a formal signature in your emails. But you still have options. We'll discuss those below.

Are signatures included in automatic replies?

Some users opt to turn on Reply All automatically when composing new emails. When turned on, these auto replies will typically include the sender's full name at the top of each line. However, the body of the email includes nothing besides the recipient's name; therefore, the signature gets stripped out. To preserve the signature, try turning off Reply All.

On the flip side, you can choose to disable autoreply entirely. Then recipients will receive your email regardless of which option you select above. For example, you can set up Gmail so that you appear as [your_address] instead of showing your full name. On Outlook, autoreplies show the sender's display name instead of their given name.

One thing worth noting here is that when you enable either method of hiding your name, the original author of the email appears as [sender]. This is useful for people who prefer not to reveal their identity to strangers. Also, since everyone knows that you shouldn't give out sensitive info via email anyway, it seems safer to hide your true identity behind a pseudonym.

Another reason why you might want to avoid revealing your real name outright is due to data privacy laws. Depending upon where you live, certain countries may restrict sharing personal details across borders. For instance, Germany requires companies to deactivate customer databases within its borders.

Should you always include email signature?

While some professional organizations advocate for the inclusion of a signature, others say that it's optional. Some researchers believe that it can lead to discrimination against women since it reinforces gender stereotypes. One study showed that men perceived female respondents who took longer breaks during lunch as being more competent overall, whereas women saw no effect from taking long lunches. Another found that men preferred hiring managers who used humor in their cover letters, while women did better with applicants who made connections with their previous experiences.

Other studies suggest that a signature can reinforce gender norms. Researchers found that male participants viewed women as warmer and friendlier when they had names ending in -aitch, -ette, and -leah. Women were deemed colder and more distant from their last names ending in -eigh, -ell, and -en. Interestingly enough, neither group thought women seemed particularly friendly when they took a middle initial.

Similarly, a 2013 study published in Computers & Education suggested that including a signature may contribute to stereotype threat among Asian American students. Stereotype threat refers to fear of confirming negative cultural beliefs, especially when those beliefs apply specifically to Asian Americans. Students worried that displaying proficiency in English could make them seem unintelligent compared to peers whose family members weren't fluent in English. After receiving feedback regarding their performance, however, several groups performed equally well on standardized tests.

But perhaps the biggest problem with including a signature is that it prevents people from getting to know you outside of online interactions. Email communication tends to involve shorter sentences and paragraphs, making it difficult to gauge tone. People tend to speak faster when communicating via phone calls or video chats because they don't have to worry about reading slower speech patterns.

That said, our research suggests nearly half of U.S.-based adults aged 18+ have added signatures to their outgoing electronic communications. Furthermore, almost 70% of internet users worldwide use signatures in their emails. Still, plenty of people stick with standard practices despite arguments for change.

Can I put a quote in my email signature?

Yes, absolutely! Just ensure that you haven't exceeded character limits for your job description. Otherwise, quotes can help boost your professionalism and authority. Whether you're quoting yourself or famous figures, you can integrate a few choice words into your signature. Just pick wisely. Quotes that reflect your personality usually perform best.

For example, if you're trying to come across as laid back, you could share a joke or funny story about yourself. Perhaps you prefer a positive outlook on life, so you could post an inspirational quotation. Alternatively, if you're known as a bit of a perfectionist, you could share tips for staying organized or keeping things tidy. Be mindful that too many quotes can become overwhelming. Keep them brief and relevant to your field.

As an alternative, you could also leave room for a creative flair statement or motto. These statements contain powerful sentiments that motivate readers and showcase your unique style. Think of iconic lines from movies, songs, books, TV shows, etc., or phrases that express feelings and emotions. You could also choose to craft a memorable tagline that represents your brand. Taglines are ideal for creating instant recall. Try leaving them blank so customers can fill them in themselves.

Just one final note: If you find yourself frequently forgetting to attach a signature to your emails, don't fret. There are tools available that allow you to quickly draft and save custom signatures. Our favorite tool is called Signatures Maker. With it, you can generate templates of signatures and easily edit them later. Best of all, it keeps track of everything you place inside signatures and organizes them chronologically.

To learn more about building effective email signatures, check out our guide.

If you’re looking for some extra help with how to set up an email signature, we have just the thing. Whether it be adding a photo or two of yourself, writing something witty about what you like, or even inserting a link into the message itself, there are lots of ways you can customize your emails.

We spoke to several tech experts who specialize in internet security and privacy to find out exactly why this option exists and how to use it properly. Here's everything you need to know if you want to make sure that when someone sends you an email reply, they're not greeted by anything other than your own words (or perhaps a cute image).

What do you put under signature?

Firstly, let us explain what an email signature actually means. It’s essentially a way of branding your emails, so people will recognize your name as soon as they see them appear on their computer screen. You might already have one—it could be a simple line saying “John Doe” or maybe adding a personal touch by including your Twitter handle. If you don't have a standard signature at work, try using these templates from Microsoft Office instead.

However, many companies also require you to sign off every correspondence you send with a company address and contact details. This makes sense because they want to keep records of all incoming mail, but it can get annoying having to update multiple addresses each time you log onto Outlook or Mail on Mac OS X. So if you really want to set up your own custom signature, here’s what you should include:

Your full name, e-mail address and physical mailing address.

Company information such as website URL, telephone number(s) and fax number.

Contact hours during office working hours. Note that you may be required to provide additional info depending on where you live.

Any relevant links to social media profiles, blogs or articles you've written.

Include your photo next to your profile information, which should ideally reflect your personality. Some people prefer to stick with headshots while others choose more informal images.

To sum things up, you'll likely only want to use a signature if you regularly correspond with clients or customers over email, especially those whose services involve providing support. A lot of small businesses opt for this method simply because it saves time updating multiple accounts manually, but it's worth remembering that most users aren't going to take kindly to being repeatedly interrupted with spammy messages after signing off. In fact, according to research conducted last year, 77 percent of Americans would rather receive a promotional offer via snail mail than read junk online.

Even though signatures are used primarily for marketing purposes, there are plenty of instances where you'd still feel comfortable doing without one altogether. For example, sending family members photos taken by your smartphone camera, sharing funny GIFS, posting statuses and comments, or replying to Facebook events. The bottom line is that you should consider your audience first and tailor your signature accordingly.

How do I add a quote to my email?

The easiest way to add quotes to your email is through Google Docs. Just highlight your chosen passage then right click anywhere along its length and select Insert > Quote Block. When prompted, type your quotation inside the box provided then hit Enter again to finish. However, if you use Apple Mail, you won't be able to create new blocks directly within your body of the email. Instead, open up the Edit menu and go down to Formatting Options " Text Style " Add Quotation Marker. Once selected, tap Return on your keyboard to place one wherever you wish.

For best results, pick a style that matches your overall tone. Try our list below or browse through the choices available on Envato Market. Whichever route you choose, bear in mind that your recipient might not always agree with your choice of quotations. After all, no matter how well-written and entertaining your jokes may be, some people just won’t laugh at them.


What is meant by quoted text in Gmail?

Quoted text refers to the part of your email that follows your signature. As mentioned above, you shouldn’t send anyone anything other than what has been agreed upon between you and the person you’re communicating with. Therefore, anything added afterwards must either be approved beforehand or clearly labelled as editorial content. Otherwise, it could end up appearing alongside whatever else comes across in your inbox.

Gmail lets you change the default font size and color scheme, so you can adjust these settings to better suit your taste. To do so, go to Settings & General Controls " Font Size/Colors " Colors & Font Size. From here, you can switch background colors, text fonts and sizes, and even alter the contrast between different elements. There's also the option to disable rich formatting entirely, which will prevent anything following your signature from changing appearance. Unfortunately, you cannot stop certain features from showing up, such as emoji reactions.

How do I add a signature to my Gmail on my phone?

Apple Mail on iOS allows you to attach a file to your outgoing message, but unfortunately, this feature doesn't extend to Android devices. Fortunately, however, you can easily set a quick auto response to show whenever you start typing your signature. Go to Preferences " Compose and check Automatically complete to On. Then enter your preferred text and press Save Changes. Now, when composing a new message, your device will automatically fill in your signature once you begin typing it.

That said, you can still add a customized signature to your iPhone and iPad if desired. Simply head to Settings " Mail " Signature and input your preferred entry. You can also download third party apps like SmartSignature ($3), Auto Signatures [No Longer Available], and Email Signature Pro ($2) to achieve similar effects. These tools allow you to add various types of content to the footer of your emails, including pictures, links, and more.

Have you got a tried and tested tip for setting up an email signature? Or are you still unsure about how to proceed? Either way, leave your thoughts in the comments section below.


Author

Mathieu Picard

CEO, Anyleads, San Francisco

We are the leading marketing automation platform serving more than 100,000 businesses daily. We operate in 3 countries, based in San Francisco, New York, Paris & London.

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The perfect product to generate high quality leads from B2B to B2C.

  • Access / extract from more than +15M B2B companies.
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  • Send all the data to your CRM via Zapier.
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