First of all, what is an email signature? Actually, most of us have probably seen it at least once in our lives, given the fact that email correspondence has been increasingly gaining popularity for the past several decades. An email signature is the block of information, which may be seen under the main part of an email if a person who sent it chose to add one. The general purpose of an email signature is to provide a client with some means of feedback, the ability to contact you regarding any questions, learn more about you through other resources, etc. That means that it usually contains some general information, links, addresses, and more.
But these are far from all the reasons for getting yourself an email signature. Signatures are also a great way to make a good impression with every email you send. They can be a great marketing tool as well if used correctly. They improve your image, underline your professionalism, show your attentiveness to details, your willingness to hear your clients, build up a friendly relationship and help if needed. And it saves time because you concisely provide all contact details without redundant questions, which is very convenient both for you and your client.
But the creation of an email signature is tricky in some ways. To do so, you need a special email signature editor (generator). With its help, you’ll carry out all the needed actions. There is a variety of generators – some are paid, and some are free. We recommend you start with a free one as a beginner. The most important thing you require from the generator at the start of your creative process is an email signature html template, because it guides you in main aspects. Email signature templates can save you time and create a consistent look for your messages. Free generators offer you a list of professional designs. For example, you may turn to MySignature or Newoldstamp to get one. And when you’ll achieve some experience and will consider it important for you to have more customization possibilities, you may choose from some paid generators.
So, you can find free ready-made templates email signature templates online, or you can create your own. But to succeed in creating your own effective and professional template, you should start by deciding what information you want to include in your signature.
This article will provide you with common hints and tips regarding the filling of the email signature, some general rules on how to make it look beautiful and convincing, and how to avoid unnecessary troubles or difficulties. So, let’s move on to a simple guideline to design an email signature that works for you.
Never forget that the signature is a way to introduce yourself and your business to anyone who reads your email. So, first and foremost, your email signature should be clean and simple in order not to seem clogged or feel distractive. An email signature is like a virtual business card. Don’t include unnecessary information, such as your age or the time when you are located (unless this is really relevant to your job). Most people don’t care about your detailed personal information, at least at the stage of first acquaintance. They will probably get distracted if they see too much text and may even ignore the email if they think it is too long. So, the signature should not spoil – on the contrary, it should decorate the whole email. The only thing you need to include there is your name, title, phone number, and a link to your website and social media accounts. But be sure to keep your social media profiles updated. If you have active Facebook, Instagram, and Twitter accounts, as well as a LinkedIn profile, make sure that they’re up-to-date at all times. A full-time job is a time-consuming process, so if you don’t have the time to update your social media profiles on a regular basis, it is better not to add them to the signature. It may only harm your image if social media look unprofessional and abandoned. So, if you want to be taken seriously, you need to have a professional email signature that is clear, concise, and easy to read.
In general, the best email signatures are thought to be around four-five lines.
Use a professional-looking font (preferably no more than three) and color scheme. It would be wise to match the visual style of the signature with the visual brand of your company or organization. That will stress your unique identity. Regarding the font, Times New Roman, Arial, or Calibri are great choices. You can also choose another font if you prefer something less traditional. If you don’t have a clue what we’re talking about, just Google it. The top results will give you some great ideas for fonts that work well in email signatures. And we don’t recommend you to use all caps. Use upper and lowercase letters for your email signature. It makes it easier to read and looks more professional, which is what we’re going for here.
You may also want to include a personal photo or your company’s logo.
Avoid the following mistakes when creating your email signature. For example, don’t use colors that are too bright and flashy if it is not appropriate (because for business purposes, it is usually not). Avoid using large font sizes or pictures that take up a lot of space, as well as adding full-length photos or images of bad quality. Among other mistakes is: using anything that could be considered offensive or inappropriate.
We highly recommend you be attentive to trends. For example, lately, an increasingly large amount of people have been using email apps on their smartphones instead of laptops. So, make your email responsive and easy to read on mobile devices.
Leave some space between the lines of text. It makes your email look more inviting and easier to read. But stick to the proportions, so that the idents will look equal.
Proofread the email signature before you add it and send it with the message.
Some suggest using hierarchy, which can be accomplished by using different font sizes, colors, and weights. By using hierarchy in your email signature, you can ensure that your recipients will be able to quickly and easily find the information they need. The same recommendations for business cards also apply to email signatures.
You can also use email signatures to include a disclaimer or legal notice. This is especially important when you’re sending emails from your company account, and it’s required in some countries.
Some people add context to their signatures with action words. Here are some examples: “Please feel free to contact me if you have any questions.” “I’m available for consulting work. Contact me here.” etc.
Consistency is key when it comes to branding your company’s email signatures. Make sure the colors, fonts, and logos remain the same across all platforms. This will give your brand a more cohesive look that customers will appreciate.
Don’t forget to keep your email signature relevant. If you change jobs or move to a new company, remove the old info and replace it with the new one.
In the meantime, that’s all. We hope this article and the guideline will come in handy and you won’t face any serious inconveniences. Just stay creative and sincere.