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Your Email Signature – It’s Important

March 18th, 2013 by Kennedy

When it comes to impressing a client or business associate, it’s extremely important to send a message of professionalism, but also to stand out and get their attention. You don’t always need to have some huge creative ideas because sometimes the little details can be enough to get yourself noticed. One of these simple little things is through a professional email signature.

Why are email signatures important?

Email signatures may be the last item on your list of things to refine and get right, but they do affect the tone of every single email message you send out, and that’s something that should be at the top of your list of things to do. Email signatures contain additional contact details, job titles, company names, phone numbers, website URLs, social media links, which all assist your email recipients to get in touch with you. But many email signatures are so badly done and go overboard with too much information and busyness, and it’s a shame because they are quite simple to create.

Tips on how to create a classy and professional email signature

First and foremost, your “from” field should have a name and should come from a company email address if possible. For example, if someone sees [email protected], they’ll doubt it’s important and think it is spam. On the other hand if it reads, “Janine Lawler – Miss Janine’s Title Service, Ltd. <[email protected]>”, they’ll realize it is a professional email from Janine, who does titling services.

An email signature shouldn’t double the email’s length so make it as concise as possible. Remember the goal of an email signature is to let them see whom you are and how to get in touch with you, not tell your life story so:

Don’t Include
• Home phone number or home address
• Your personal website
• Personal Twitter, Facebook, or Skype, etc.
• All of your skills and lifetime achievements

Personal data about yourself is not for businesses and professional associates you don’t have a personal relationship with. However, mentioning your corporate Twitter account or alternative contact information could be beneficial, in case your client has trouble getting in touch with you or wants to learn more about you and your business/services.

I also want to mention: Be careful if you include any essential information in “graphic-only” form because your message might not be received properly. This is important to remember when creating your e-mail signature. Most people will be able to view anything you send them, but there are some that won’t. Not everyone has high-speed Internet access or smart phones, and some businesses turn off their e-mail’s ability to automatically download graphics. This means that if you use a graphic in your email signature, a portion of your recipients will never be able to see it.

Do Include
1. Your name, job title, and name of your company
2. Ways to get in touch with you (email and phone number)
3. Tagline – All successful marketing campaigns and corporations/businesses include a tagline or some type of catch phrase (it should only be a few words).
4. Website and Blog links
5. LinkedIn and Twitter hyperlinked icons (this makes it easier for recipients to go to your social network sites)
Adding your website/blog and LinkedIn/Twitter information creates a vision of a successful, up-to-date, and tech savvy professional by using email signatures to increase your social media followers, which is very important in today’s world.

Think of your email signature as a quick snapshot of you and your business. It’s really important to make sure that it will communicate the right professional image. A well-designed email signature can make a huge impression when transacting with potential clients and professional associates.
(Note: Some countries’ have laws that dictate what information you have to put in your email signature if you are a registered company so do some research to find out what rules apply in yours.)

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Amy Evans
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