An email signature is one of the important parts of any corporate email. Others think that it is only a signature but it provides a lot more than just a way to close off a message. An email signature provides vital information, offers a way for people to contact you, and supports your corporate identity.
In creating or improving your email signature, here are a few things to keep in mind:
Email Signature 101
1) It is not necessary to use the same email signature length.
You do not have to use the same length of signature for every email. You can use your full business email signature when it is a new person or company you are communicating with. For replies, it is best to use the shorter version of your email signature indicating only the important details.
2) Use break lines.
For automated signatures, it is advisable to include 1 to 2 blank lines at the end of your message and the beginning of the signature. You can also use a solid line just above your email signature. This serves as an indication of where your message ends and where your signature begins.
3) Email signatures have to be consistent.
One of the keys to a professional looking email signature is to implement guidelines of having a consistent format of email signatures for everyone in the company. Or, you should at least have a rule of what they can and cannot include in their email signature. Make sure that the size and font that they used in their email signature matches with the body of the email.
4) Use appropriate closing words.
Avoid using closing words such as “Thank you” and “Best Wishes” in your email. Those words do not fit in a corporate email and may leave the receiver confused as to what you are trying to imply. Right below the break line, place your first name and the remaining part of your email signature. Close your email in a way that is appropriate for the context.
5) Indicate your full name.
It is important to indicate your full name in your email signature. This is essential especially when your email does not indicate your full name.
6) Include your email address.
Place your business address in your email signature. The receiver may want to add you into their contact list and include all the important information.
7) Place a phone number in your email signature.
A long email thread can be closed off with a phone call. Always include your phone number in your email signature. Just in case you’re worried about the number of calls you may receive, you can set up a voicemail on your phone. You can also indicate your office number and have the calls forwarded to your personal line when you’re already out of the office.
8) Make sure to include other details.
Depending on your needs, the details you will include in your email signature varies. You may include your job title, indicate changes to phone numbers, or remind the receiver of an upcoming leave. If you are sending your message to people overseas, include your time zone so the receiver will know when the right time is to contact you.
9) Add branding.
Your email signature should also be the perfect representation of your brand. It should have the tag line of your company and its logo.
10) Improve the graphics.
The graphics you place in your signature have to be small and should not be linked to images that the receiver would still have to download. Many email clients automatically block downloads. If that happens, your email signature will appear as a broken image to most people.
11) Include a call to action.
Aside from your contact number, consider adding smaller graphics and links to your major social media profiles like Facebook, Twitter, or LinkedIn.
Remember the points we’ve discussed above so that you could create a professional looking email signature.