Sample Launch Email Communications

Overview

Properly communicating the Opensense launch can make the difference between receiving a few support emails, or way more than necessary if it's done poorly. To make it as easy as possible for you to take flight, here are some email examples to get you started with your launch communications!

Your email communication should be customized to your unique use case before sending out to prevent confusion for the end user. Additionally, we have highlighted any items that need to be personalized before sending out.

Google Pusher and Email Reminder - Recommended

Hey Team!

We have activated your new signatures in partnership with Opensense who is helping us present a more unified brand. There are only a few simple steps that should take less than 5 minutes to get this set up on all your emails going forward.

Gmail on Web Browser

• Go to Settings -> General -> Scroll Down to Signature Settings
• Ensure the “My Signature” is selected as default “for new emails use” and “on reply/forward use”.
• Directly below activate the checkbox that says “insert signature before quoted text”

Mobile Devices (phones, tablets, etc.)

• On Monday afternoon, you will receive an email from Opensense (notifications@sendergen.com) directing you to copy your new signature.
• You will need to copy this signature “block” one time into each mobile device that you send emails from.
• Different devices have different settings - If you need guidance on how to set this up feel free to reference the attached document with step by step instructions.

You can send yourself a test email to your personal email or a colleague to check it out before sending an external email (as it will not show up formatted when composing an email or in your sent emails).

Feel free to skim the instructions document that has additional info and if you have any further questions you can reach out to Jane Doe (jane.doe@abc.com).

*Please note: The signature will appear as plain text when sending an email, and the recipient will always receive the branded email signature design that is centrally managed by Marketing.

Stamping Deployment (Marketing Initiative)

Just in time for the official launch of our rebranding, we are adopting a new e-mail signature policy. Effective Monday you will be in the vanguard of ABC company employees using a service called Opensense that will automatically add your email signature and selected ABC company branding/marketing to your emails. Your new email signature will look like this:

We ask that you help us in this facet of our launch by taking the following steps:

• Turn off your email signature in Outlook. 
  • Do this by clicking on Signature on the tool bar of an individual email, select Edit Signatures, and select NONE for both New Messages and Replies/forward on the bottom two selection bars. 
• Turn off your email signature on your cell phone.

Once Opensense is activated, you will not see your email signature when you hit Send, but it will be added automatically along with any current featured banner ad. Once we have launched, you can send yourself a test email to your personal email or a colleague to check it out, as it will not show up formatted when composing an email or in your sent emails.

If you have any questions with these steps, please give me a call at 123-456-6789 or send me an email at jane.doe@email.com.

Branding Initiative (GPO Deployment)

Hi friends!

As I am sure you have seen, or have already tried out, we have a new corporate email signature program. Using a service called Opensense, the marketing team will now centrally manage the style and format of email signatures while employee contact information will be synced from our company directory. This ensures corporate email communications have a consistent appearance going forward.

Our IT team will be enabling a policy today that will automatically update your email signature in Outlook. You may need to restart Outlook to see the changes. This new signature from IT will be named Opensense in Outlook signatures. It will automatically be used in every email, internal, external, replies, etc.

Even though the information in your signature is pulled from the directory, you can still edit what information your signature includes. Some people do not want their mobile number included. Others would like to include a meeting scheduling link. This can all be done in your signature settings and the changes are immediate.

IT Initiative fields locked down (Email Notification)

To: All Employees

Subject: Standardized Corporate Email Signature

In an effort to present a stronger unified brand to our customers during the transition from CompanyName, we will be implementing a standardized email signature for all employees. Using a service called Opensense, the marketing team will now centrally manage the style and format of email signatures while employee contact information will be synced from our company directory. This ensures corporate email communications have a consistent appearance going forward.

You will receive an email from Opensense shortly with a personalized email signature block. Please take a moment to read the attached document to set up this new signature block on your corporate device(s). It contains step-by-step instructions for a variety of email clients – including Outlook, Outlook Web Access, iPhone & Android.

For employees with computers connected to our corporate network, our IT team will also be enabling a policy today that will automatically update your email signature in Outlook the next time you log in.

Finally, due to contact information being synced with our company directory, any changes made directly to your signature block will be overwritten by directory info when sending email. If your signature contains incorrect info or you require any other assistance setting up your email signature, please contact our IT Helpdesk for support: help@ABC.com

Highlights of the new email signature block are:

Change Requests:

Do not add quotations, tag lines, former acquired company names, memes, videos, alternate legal disclaimers, font changes, color changes, font changes, Manufacturer logos, certifications etc. If you believe that you have a legitimate case for adding or changing something on your signature block please get approval from your manager, place an IT service ticket stating what you want and your request will be reviewed by Marketing for consideration. Do not make changes on your own. Thanks for your cooperation.

Alternative Template Styles

Marketing Initiative (Email Notification)

Hello and Happy Friday!

I am reaching out to you today because ABC Co. is rolling out a new email signature tool for all of our business units.

On Monday afternoon, you will receive an email from Opensense (notifications@sendergen.com) directing you to copy your new signature. I will also send an email out to you Monday morning before the Opensense push email goes out. If you encounter any issues with your signature on Monday, email support@ABC.com to answer any questions and help out.

Please let me know if you have any questions! I can't wait for you all to see your new, fun signatures!

Marketing Initiative (Email Notification)

Good morning team!

I am super excited to announce that our new and improved corporate signature is here! We are rolling it out on 4/13 at 9am. Attached is a document we put together with all the instructions you need. Once you set it up, you can send yourself a test email to your personal email or a colleague to check it out, as it will not show up formatted when composing an email or in your sent emails.

If you are having any issues setting it up, please submit email itsupport@company.com.

We greatly appreciate your help in setting up your signatures in the next few days.

Branding Initiative (Email Notification)

Dear Employees,

In an effort to present a stronger unified brand presence for CompanyName, we will be implementing a standardized email signature for all employees. The Marketing Team will now centrally manage the style and format of email signatures with employee contact information synced from our company directory through a service called Opensense. This ensures corporate email communications have a consistent appearance going forward.

You will receive an email from Opensense on Tuesday, May 18th with a personalized email signature block. You will need to do a one-time copy and paste to your corporate devices that you use to send emails from. Please take a moment to read the attached document to set up this new signature block on your corporate device(s). It contains step-by-step instructions for a variety of email clients – including Outlook, Outlook Web Access, iPhone and Android.

Finally, due to contact information being synced with our company directory, any changes made directly to your signature block will be overwritten by directory information when sending emails. If your signature contains incorrect contact information or you require any other assistance setting up your email signature, please contact Jane Doe for support: Jane.Doe@ABC.com

Please do not add quotations, tag lines, memes, videos, alternative legal disclaimers, font changes, color changes, logos, etc. If you believe that you have a legitimate case for adding or changing something on your signature block please reach out to Jane Doe: Jane.Doe@ABC.com and your request will be reviewed and considered by Marketing.

Your new email signature on compose:

[[#]]

name: Jane Doe

title: Customer Success Associate

office: 866-Opensense

[[#]]

How it looks to the recipient:

*Please note: The signature will appear as plain text when sending an email, and the recipient will always receive the beautiful, highly engaging email signature design that is centrally managed by Marketing. Your branded Opensense Signature Instructions document showcases this transformation.

Thank you!

The Marketing Team