This post will provide you with a number of important suggestions and best practices for creating an ideal modern business email signature block. You’ll learn what features to put in your email signature, what features to omit, and how to maximize your email signature.
An email signature is an opportunity to market yourself and your business in the individual emails you send every single day.
So, if you’re putting just your name and one or two contact details in your signature, you’re not utilizing the opportunity to connect and engage with the people you’re emailing.
Who Should Have a Signature Block?
Everyone sending out emails ranging from job seekers, young professionals, experienced professionals and business owners should have a signature block.
If you run a business, or perhaps you’re applying for a job or internship with your dream company. Design a robust and effective email signature that’s engaging and eye-catching yet professional and tailored for you.
What should you include in your email signature?
Much of this will depend on personal choice, your organization and your industry.
However, here are some features to include to email signature:
- First and Last Name
- Affiliation Information (Job Title and Department)
- Secondary Contact Information
- Social Profile Icons
1. First and Last Name
You should include your name so that the recipient of your message knows who it was from.
2. Affiliation Details (Job Title and Department)
Your affiliations should come immediately after your name. It could include your job title, company or organization, and/or even your department.
3. Primary Contact Information
Adding your primary contact information is crucial so that the recipient knows how else to contact you.
- Phone number and fax number if available.
- Email address.
- Company address (if you are a job seeker, just state your city and state so the employer can have an idea of your location).
- Any other contact details.
2. Social Profile Icons
Your social media presence showcases your personal brand and who you are.
Examples of social media icons you can add are Facebook, Instagram, LinkedIn, Pinterest amongst others
Only add relevant icons based on what your audience needs to see.
A picture is a wonderful way to add some personality to your email signature. Consider including a professional photo in your signature if you want to add a personal touch so that people who have never seen you can identify your name with your face.
Alternatively, you can include the company’s logo in the email to increase brand awareness.
Tips to Consider while Creating Your Email Signature
Keep It Simple
Not everyone requires a complex email signature structure to accompany their email.
Sometimes keeping things simple and elegant is the best way to go.
Leave out complicated designs and only put an email address and a few other contact details.
Minimal Use of Colors
To add visual interest, try using one or two colours derived from your brand, logo, or any other graphical elements. Using more than two colours can become distracting, so unless you have a perfect eye for design, stick with one or two brand colours.
Design for Mobile
Keep in mind that most readers check their email on their phones, so pick a design and graphic elements suited for a mobile view.
Finally, like with any other portion of an email, test your signature with several email programs to ensure it fits perfectly. Background photos, for example, are not recognized by Microsoft Outlook, so don’t use them.