Follow guidelines for signing e-mails, using 'For Official Use Only' Published Nov. 30, 2007 By ARPC Directorate of Communications and Information DENVER -- Did you know? Electronic message signature blocks need to follow a specific format. All official electronic messages (including e-mails) must contain "//SIGNED//" in upper case before the signature block to signify it has official Air Force information. Restrict signature block to name, rank, service affiliation, duty title and phone numbers (DSN and/or commercial as appropriate) after the "//SIGNED//" entry. For more information and examples of how to sign your e-mails, see below and AFI 33-119, Air Force Messaging, or contact ARPC's Directorate of Communications and Information at Ext. 6-6333. Military Signature Block: //SIGNED// ROBERT ANDERSON, Maj, USAF Branch Chief, Messaging Services DSN 555-5555 Comm (555) 555-5555 Civilian Signature Block: //SIGNED// Suzanne Brown, GS-12, DAF Branch Chief, Field Support DSN 555-5555 Comm (555) 555-5555 Contractor Signature Block: //SIGNED// Emma Jones, Contractor, HQ ARPC/DPQR DSN 555-5555 Comm (555) 555-5555 Advice from the Records Management and Freedom of Information and Privacy Act Office: Exercise caution before transmitting personal information over e-mail to ensure it is adequately safeguarded. Some information may be so sensitive and personal that e-mail may not be the proper way to transmit it. When sending personal information over e-mail, ensure first, there is an official need; second, all addressees, including courtesy copied addressees, are authorized to receive it under the Privacy Act; and third, it is protected from unauthorized disclosure, loss or alteration. Protection methods may include encryption or password protecting the information in a separate document. When transmitting personal information over e-mail, add "FOUO" to the beginning of the subject line, followed by the subject, and apply the following statement at the beginning of the e-mail: "This e-mail contains FOR OFFICIAL USE ONLY (FOUO) information which must be protected under the Privacy Act and AFI 33-332." Do not indiscriminately apply this statement to all e-mails. Use it only on messages that are actually transmitting personal information. DOD Regulation 5400.7/AF Supplement, Chapter 4, provides additional guidance regarding FOUO information or contact the Information Management shop at Ext. 6-6333.