An email signature, as its name suggests, is the part of an email where the author signs off.
It’s an excellent opportunity to show your contacts just how professional you are, leave a strong impression of you and your brand, and make it as easy as possible for them to find out all the ways they can get in touch or learn more about your company.
Occasionally called the ‘footer’, this block of text contains the contact details for the sender and their business, sometimes a photograph, and almost always reflects the company brand.
There are no hard and fast rules to what a signature has to include, but at the very least, it needs to show your name and title.
Here are some of the typical elements your email signature should contain:
- Contact info (phone number, mobile, direct line, address, etc.)
- Profile picture
- Social media icons or links
- Disclaimers, legals, or industry regulations
How do you create an email signature?
Each software system seems to have a slightly different way to create email signatures. You’re generally not limited to a single signature and can create a separate signature to apply to each different email account on your system.
Once you’ve created your signature (or signatures), whenever you hit the icon to send a new email, there it sits, ready and waiting, at the bottom of your message.
Some packages will allow you to code your signature in HTML to create table-based structures (to keep everything neat and tidy).
Here are a few pointers for creating signatures that are well-worth sticking to:
- Make sure the emphasis is on your name and brand.
- Your contact information should be prominent too, and not buried somewhere in the smaller text.
- All links to your website or social media accounts should be active.
- Optimize your signature for mobile.
- If you’re not an expert with a good eye, get a professional designer on the job, or download a template.
Why is email signature an important part of your message?
It all depends who you send to, and the quantity of emails you deliver each week, but if recipients aren’t always aware of what your company does, an email signature is a great opportunity for a discreetly placed (or as indiscreet as your brand style allows!) call to action.
By directing a recipient to further information about a product or service, or even to a sales page, you could be creating conversions just by answering messages.