Business Email Signature Best Practices

Your business email signature can speak volumes about who you are and what your personality is like, but it can also be a great opportunity to fit in additional marketing and information about your business or your job. Rather than just listing your name, title and phone number, it makes sense to use this part of the email to really showcase your role and make people want to connect with you–it can also make you unforgettable and interesting. Basically, the email signature is something you do not want to put to waste.

With the large volume of emails people typically send every day, it makes sense to also include your personal message–your personality, your value proposition to others and your role. Make your email signature stand out and also fulfill the functions it needs to with these tips and tricks.

In this article, we will provide you with ideas for a better email signature. We will also help you understand the role your email signature plays and how to get the most from it with each message you send out. By the end of the post, you should have a much better idea of how you can use your email signature more effectively and to your business’s benefit.

Article Contents:

1. Providing Contact Information

2. Educating about Your Job and Company

3. Making a Great Impression

4. Driving Online Traffic and Interaction

5. Other Thoughts

Read on to discover how to make the most from your email signature and how to create a new one that accomplishes your goals. In no time, you can create a professional email signature that does more than simple end your email with a few details.

1. Providing Contact Information

For many people, the email signature is an opportunity to get at-a-glance access to your contact details when they need them. For instance, you can check someone’s signature and usually find their office phone or cell phone number. You already have their email address, but you might want to make a quick phone call, leave a voicemail message or otherwise reach them without sending another email to their mailbox. The signature is a place many people post their phone number, so it is a common practice and you should consider including this information.

Other contact information:

  • Alternative email address–Sometimes, it is a good idea to leave another email address within your signature lines.
  • Workplace physical address–You can put your address inside the signature, for old-fashioned snail mail to your work address, or if your contact needs to visit your office for whatever reason. If you are not comfortable giving out this information, leave it out of your signature or remove it for individual email messages if you have a contact who does not need to know your address at work.
  • Social media profile link–Some people put links to their social media profiles inside their email signature. For instance, you could include a link to your LinkedIn profile or Twitter feed.

2. Educating about Your Job and Company

You could use your email signature to provide additional information about your job role or your company itself, by including a mission or vision statement, a brief note about your responsibilities, or something else. This can help people understand why they should contact you and what specifically your own responsibility is at your organization. It also helps your contacts understand why and how you work. In short, your signature is a good place to say a bit about the organization you work with or are a part of.

3. Making a Great Impression

Making a great impression could be making someone else laugh, showing your personality in a positive light or using the email signature to make a connection to the human being reading your message. You can package information in your signature in such a way as to show who you really are and how you think.

For instance, you can have a memorable phrase for describing your job. If you are a soloprenuer who wears a lot of hats at work, then a humorous title such as “CEO and Janitor” might be appropriate if it fits your personality–it makes people laugh, it is lighthearted and can be a simple ice-breaker in conversations. Choose text for your email signature that reflects accurately on who you are and leaves contacts with a positive impression of who you are and how you work.

4. Driving Online Traffic and Interaction

In case you did not know, email signatures are also a great way to boost traffic to your website and generate interest and interaction with who you are and what you do. You can include a link to your website and intrigue contacts into visiting your site or connecting with you. It makes sense to use this valuable opportunity to give out your website address and invite contacts to click on the link.

Or, you can also drive traffic to a social media site or encourage people to visit another website of interest. Choose a link that makes sense for you and for your business, your contacts and your promotional needs. Make sure whatever you choose fits with the rest of your email signature and does not stand out in a negative way. You want to leave your contacts with a positive impression of you, so if you have control over the website or account you link to, be sure to make an effort to put your best online foot forward and create a great online presence that encourages people to think positively about you and about your business.

5. Other Thoughts

As you begin to write, keep your signature short and to-the-point but long enough to make a good impression and include the information you need contacts to have. Three to four lines of text is generally best, so do not overdo it! But definitely do more than simply putting your name and title in the signature. Include an image to generate visual interest and encourage people to wander down and focus on your signature when they read your message.

Want to avoid cheesy signature lines? Avoid cliche choices such as inspirational quotes from famous people or commonly-used text. Using a signature generator can help you out if you are completely lost in the process of choosing an effective email signature. You can even include a call-to-action within your signature, encouraging contacts to interact with you in some way, download a free whitepaper from a link to your website, visit a sales page or do something else. If you use calendar software, perhaps a link to a calendar offering available meeting times is an appropriate way to encourage contacts to schedule meeting times and days with you–put the link directly in your signature if you schedule a lot of meetings.

Whatever you do, carefully consider who you typically interact with when you send out emails. Design an email signature that is effective at appealing to your contacts and helps you accomplish what you need to do. You can also experiment with email signatures, and if something does not work you can always change it later on. This is a great way to try different strategies–change up your signature now and then to see if you or your contacts notice any differences.

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