1. Open a new e-mail message and click on Signature – Signatures... (you can also go via Tools > Options > Mail format > Signatures).
2. Mark the signature that you would like to edit, or click on New if you want to create a new signature (and name it e.g. “internal signature”).
3. Copy the text in the Word template for e-mail signature and paste it into the signature field.
4. Change the signature by typing in your own contact details. Make sure that the correct colours are used (black for name and grey for the rest of the text). Check also that the typeface (Arial) and sizes are correct.
5. Click save and choose it as your default signature for new messages.
6. Repeat for the external signature and make sure to include the Scania logotype. Change to your contact details and relevant/local website and social media (e.g. LinkedIn or Facebook) and give the signature a different name than your internal e-mail signature. 

1. Create a new e-mail message.
2. Choose the ‘Message’ or 'Insert' tab (depending on Outlook version).
3. Click on 'Signature' and choose the external e-mail signature that you have created.

A campaign or exhibition logotype may be included in the e-mail signature if it is relevant and considered to gain the Scania business.

Only one additional logotype can be used at a time and only for a limited time period (and removed as soon as the event is over).

The logotype must be placed below and clearly separated from the Scania logotype (follow the rule of “free space” according to the logotype section).

Sometimes e-mails are sent from another device than a computer or another programme than Outlook. Hence, it might not always be possible to use different signatures for external and internal e-mails, nor the desired formatting.

In these cases it is recommended to include as much information as possible from the recommended signatures in this instruction and a formatting as similar to Arial and recommended font sizes as possible.

The e-mail signatures in this instruction may also be used by private Scania authorised companies. The company’s own logotype must then be clearly separated from the Scania logotype (follow the rule of “free space” according to the logotype section). See the guideline for independant companies for more information and examples.

If a Scania authorised company represents several brands, the Scania logotype may be used in combination with the logotypes of the other brands, as long as they are clearly separated from each other (follow the rule of “free space” according to the logotype section). See the guideline for independent companies for more information and examples.

Though most of us write emails on a daily basis, finding just the right tone can be a challenge.

Writing good emails is important because it ensures clear communication, professionalism and positive relationships. Well-crafted emails convey messages accurately, manage tasks efficiently, set clear expectations and have the potential to lead to productivity and success.

Avoid exclamation marks and all capital letters

In your greeting, avoid using exclamation marks and in the body text, only use them if they are necessary. Also avoid typing in all capital letters. Not only is it harder to read, it can also come across as shouting, aggressiveness or being impolite.

• Don't write: Hello John!
• Write: Hello John,
• Don't write: Please observe that you MUST RESPOND by 21 December AT THE LATEST.
• Write: Please note that we need your answer by 21 December.

Avoid being overly direct

Rather than getting straight to the point when writing your email, add a line or two of niceties to ease the reader in.

• I hope this email finds you well. My name is [Your Name], and I am reaching out to introduce myself.
• I hope you’re doing well. Following our discussion [mention where/when], I wanted to follow up with some additional details.
• I hope this email finds you well. I’m writing to request further information regarding [specific topic or item].
• I hope you’re having a great day. I wanted to extend my thanks for [specific action or assistance provided].
• I hope your week is off to a good start. I wanted to schedule a meeting to discuss [specific topic]. Are you available [suggest date and time]?

Signing off

Choose an appropriate sign-off that matches the tone of your email and your relationship with the recipient.

Always include your name after the sign-off for clarity and professionalism in your communication, and avoid overly casual sign-offs like ‘Cheers’ or ‘Take it easy’.

Formal and professional sign-offs

• Sincerely,
• Best regards,
• Kind regards,
• Thank you,

[+ your name]

Friendly and less formal sign-offs

• Thanks again,
• Looking forward to hearing from you,
• Best wishes,
• Take care,
• With appreciation,

[+ your name]

Holiday well-wishes

When writing messages or communications intended for a broad audience, it is best to avoid specific references to national or religious holidays to ensure inclusivity. Opt for general and inclusive holiday greetings that convey warmth and goodwill without referencing specific holidays as these may not be universally celebrated or recognised by all readers.

• Wishing you joy and happiness during this festive season.
• May your year be filled with peace, prosperity, and good health.
• Sending warm wishes for a joyful holiday season and a wonderful New Year

It is mandatory for all employees within the Scania Group to use the internal and external e-mail signatures in this instruction.

Other, not Scania-owned but Scania authorised companies, may also use the signature (or one of the alternatives presented above).

If you communicate primarily in another language, we suggest you use that language; otherwise English is the standard.

Title:

There is no global recommendation. That is a decision for your department or work unit.

For professional titles in English, capitalise all the main words (usually the nouns) in the title:

• Head of Department.
• Chief Financial Officer.
• Team Leader

If you add your academic title, place it directly after your name but not in boldface

Department:

It is a local decision which organisational level to use with your main group of recipients.

It is desirable that your department or work unit uses the same solution consistently.

Remember that department acronyms are not understandable for outsiders.

Use title case (capital letters to start the principal words) for all official names of business areas including Scania as a prefix, and write ‘and’ instead of &.

Body text:

Use a standard font such as Helvetica Neue, Arial or a similar typeface. Scania Sans is not recommended to use in e-mails.

The recommended typeface colour is black or dark blue. Don’t use any page/background colour or pattern.

Internet link and e-mail address:

The links should be grey like the other parts of the address, to avoid becoming too dominant.

The address should be the one most useful for your normal recipients, with or without the street address. It's desirable that your department or work unit uses the same address consistently.

Fax number, mobile number and e-mail address are optional and can be included or not, depending on market need. Naturally, it is desirable that every department or work unit in your market uses these items consistently.

Website:

The web address may be changed to the local web address, e.g. www.scania.de.

Facebook:

The Scania Facebook address may be excluded or replaced by another online Scania activity. Naturally, it is desirable that every department or work unit in your market uses these items consistently.

In order to avoid a cluttered impression, do not include the symbol for Facebook, Twitter etc. (i.e. the symbol for the online Scania activity that you choose to include in the signature).

The international standard says that a space should be put between the country code and the trunk code. Group your phone/fax number as they are normally grouped in your country and group them consistently within your department or work unit.

We do not use disclaimers as standard at Scania and for that reason it is not included in the instruction.

Including a disclaimer in e-mails does not automatically mean that the information in the e-mail is protected. Neither does it prevent the e-mail from being sent to the wrong receiver nor is it likely to give any legal protection, should the information in the e-mail be used in an undesirable way. Sensitive information should instead be sent via encrypted e-mails or be kept within Scania O365 (using the Azure Information Protection/AIP solution). Besides that, the more information included in an e-mail/e-mail signature, the more distraction from and less focus on the actual message.

Hence, the general recommendation is to not include an e-mail disclaimer (and the same goes for text concerning sustainability and that the e-mail shouldn’t be printed).

Concerning the use of symbols/text urging the reader not to print the e-mail (i.e. “Think before you print this e-mail”), our recommendation is to not use these kind of texts.

The reason is that – although we think that e-mails should not be printed and we are concerned about the environment – we don’t think that these kinds of texts have any effect on the user/reader, i.e. whether he/she will print the e-mail or not. Most people don’t print e-mails, but those who do, probably do it for a reason and will most likely not change their behaviour because of the text below an e-mail signature (any text placed there is most likely not read at all). And, just like an extra logotype there is also a risk that it steals attention from the main message / main signature (without any benefit).

Hence, the recommendation is to not use this kind of extra information in the e-mail signature.