Most people give little thought to their email signatures, yet it is one of the most versatile marketing tools around. When well used, it can be an effortless way to promote yourself and your business easily. Companies spend countless hours and money to build their corporate image and it is such a shame when email signatures are unprofessional, unorganised, and plain ugly.
There are no set guidelines to what an email signature should look like. The rule of thumb is to provide very basic information about who you are, what you do, and how you can be reached.
Here is an example of what not to do:
There is no need to include four different phone numbers, or to include every single social media in your email – if necessary, make it available on your website where people can find it easily.
In many parts of the world, laws dictate that companies need to include the appropriate email disclaimer and disclosure information on all electronic communications. In the EU, for example, all business communications need to include a company registration number and the office that the company was registered in.
You may think that it’s getting harder to create a signature that is beautifully simple yet legally compliant, and effective in marketing yourself and the company. However, it’s just a matter of combining the right ingredients…
Here at Crossware, we love beautiful email signatures, so we’ve come up with a few tips:
- Include essential contact information like name, title, company name and address, phone number, and website url first and foremost. If necessary, add one or two Social Media pages.
- The signature should consist of between four and seven lines – when you start noticing your signature line being longer than your typical email length, it’s time to pull back a little.
- Condense the information by using colons and the like to separate text on the same line.
- Think about whether you truly need that quote or not… Quotes are personal values, however not everyone’s personal values may align with yours!
- Take care with HTML coded email signatures, different email programs may reproduce the HTML in a different fashion – You may want to test it out on as many programs as possible.
Take a look at this example and see what you think…
You may notice that the signature in its entirety is quite long, this is due to the requirements previously mentioned for the EU. One method to lessen the effects of this requirement it to lighten the text colour and make it less noticeable. However, my personal information is short, sharp and easy to read – Beautiful!
We would love to hear your email signature stories, the good and the bad – Feel free to join our community via this blog, or else through Facebook, LinkedIn or Twitter… You can find us at the links to the left.