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6 Essential Elements for Perfecting your Email Signature

6 Essential Elements for Perfecting your Email Signature

by Heidi Springstube

Your email signature is an extension of a handshake. It’s a “how do you do” of sorts. Many people see your signature for the first time in an email and that is the first impression you are giving them of you and your company. You are telling them everything they need to know about you and your business in a few short lines. Most importantly, you are telling them how they can reach you. The information that you put into this small area is more than a closing of a letter, it is the opening statement for good things to come.

What you decide to put into your email signature is very important. We are here to help guide you in that process.

These are the six essential elements for perfecting your email signature:

  1. Name and Title – Some may say this is a no-brainer, but you’d be surprised at how often it is left out. Your recipients will want to know who is contacting them and what their job position is.  Unless you are in the witness protection program or you have something to hide, include it.
  2. Phone number – It is essential to include the main business phone line that a customer can use to reach you. Include the name of the line as well, whether it be a direct line, toll free, or office, If you’d like to add any other phone lines into the signature, it would be just a bonus.  If you don’t want someone calling you at home, it’s probably best to leave out your personal lines.
  3. Address & Map Link– You should always include your address on your email. People are curious about your location. If you are local to your client base, you should flaunt that fact.  As an added bonus, you can link that address to a map.  With the click of a button, your prospect can have directions pop up on their phone and navigate them directly to your office.  Sometimes those personal touches help win a customer over.
  4. Website – If you have a website, advertise it.  It’s a great place to gain additional information about you or your business for current or potential customers.  Why wouldn’t you use that space on your signature for something that important?
  5. Social Media – Many companies have turned to social media for lead generation and customer interaction.  It can be used to run a contest, show off your business, post photos, community interaction, and generally connect with the public. It is a fun and effective tool if used properly. If you post regularly to social media, include it on your signature.  While some people use a simple text link the nicer looking links tend to be icons. It’s a cleaner looking signature and screams, “click here.”
  6. Photos – Trust is built on a relationship with a person you talk to over time. When you talk on the phone with a complete stranger you start imagining what they might look like.  If you are talking to someone for the first time, it’s really nice to have a face to put with that name. Adding a photo might make a future face to face meeting a little less awkward and add a touch of comfort to the meeting.

When you put together your signature, always start with the most important information first.  What is the first thing you want your customer to know? A signature usually starts out with  your name followed by how your customers can reach you.  You don’t need to overwhelm your client, just give them what they need and keep it simple. It’s recommended that you add social media links as a way to interact with your customers. It may be a chance to attract people to your pages so they can see what you are up to. Or, perhaps they’ll get a glimpse at a promotion you may be running. Your signature should reflect the professionalism of your company.  It should match everything else you have whether it be a website, billboard, or paper stationery. Consistency is important.  Legal information that you may need to include such as a disclaimer should be added if required.

In conclusion, the best way to set up your signature can vary from person to person, company to company.  In the end, it’s up to personal preference but the foundation is pretty basic, get your customers the information they need in the order that you would want to receive someone’s information.  Start with basics, anything else you would want to add would be a bonus. Well there you have it, the foundation for creating an informative and nice looking signature. If you stick to the basics listed above, you’ll be on the right track!

Keep checking in for more tips and tricks. We are happy to point you in the right direction.

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