The complete guide to writing professional email signatures

Read our complete guide on how to create a professional email signature with the absolute dos and don’ts and best practices.

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    By James

    James has five years' experience as a Content Marketer, bylines on Left Foot Forward, Submittable, and INOMICS, and a Master's in History. In his free time he likes to read, play guitar, and write for his personal blog.

    An email signature is a must-have, as it helps create a lasting impression for you and your business. A good sign-off can be a make or break for your email. If you’ve just started planning a new signature, or you’ve never created one before, this post is perfect for you. We’ll go through all the most important parts of an email signature, from why you need it to how you can craft the perfect signature for all your email marketing purposes and look professional and on brand.

    Use Mailbutler to make email signatures now

    The importance of a memorable email signature

    So why is an email signature so important? The simple answer to this: email signatures grasp attention. With the average worker receiving 121 emails a day, what makes yours stand out from your prospect’s inbox is a memorable sign-off. Getting the attention of your recipient is essential for marketing, cold emailing, client outreach – you name it.

    On top of the fact that it helps you stand out from the crowd, your signature is also an important marketing tool. It allows you, in a small, short, easy-to-find location, to communicate your best business offerings and keep your clients in the loop of company updates. It gives information about exactly who you are, where you can be contacted, and exactly what your business is. And most important, it wraps up each conversation with professionalism.

    Treat your email signature like a business card

    Your email signature represents you just like a physical business card, but in digital format. What’s important to remember is that, depending on how you use your emails for your work, your digital business card will be sent to far more people. You don’t have to give it out personally – it’s automatically presented every time you send an email. Because so many different recipients will see it, it’s important to make sure it’s as good as it can be.

    What’s the purpose of a physical business card? To make a great first impression. With an email signature, the goal is no different. Your digital business card needs to be informative, in that it provides all the most important information, while remaining easy to read and uncluttered.

    What should you include in an email signature?

    Things you should include

    • Your name
    • A picture of yourself or the logo of your company
    • Your company/organisation
    • Your position
    • Contact information
      • Phone number with international prefix
      • Email
      • Fax, if your company still uses this
    • Social media links
    • A closing sentence (Best wishes, kind regards, etc.)

    Things you shouldn’t include

    • Unnecessary information such as personal quotes
    • Too much contact information which might confuse your recipients
    • Too many photographs – just use one
    • Out of date links or social media platform which you don’t use

    Your email signature should match your brand identity

    Chances are you’re creating a signature not just for yourself but to also represent a business or organization. If the signature is for your company, it’s important that the style is aligned with your brand identity. Try using the same accent colours as your brand logo, like in this example:

    Email Signature in Consistent Colors
    (Logo source: Dribbble)

    It’s good to include a few accent colours which highlight your information, but remember to always use a main colour which is easy to read. Bright yellows or pinks probably aren’t the best bet for readibility. Remember that this email signature also represents your company (unless you’re a freelancer) and so should remain professional. Try not to use too many flashy or bright colours, like in this example:

    Email Signature in Flashy Colors

    The blue of the sender’s name isn’t a brand colour, and doesn’t add anything to the signature. Moreover, those bright green colours on the bullet points and the letter initials are difficult to read. Avoid this!

    Mobile view and responsiveness

    It’s important to consider how people will see your email signature across devices. Emails are often being read on smartphones and tablets, so make sure to check how your signature might appear on a smaller screen or in a portrait view:

    This example is a portrait view of the signature that displays perfectly on a smartphone screen. A responsive email signature is crucial, as it’s easier for your recipient to scroll down and access your contact information. Because most people check their emails on their mobile these days, it’s important that it isn’t clunky or difficult to view. You want to maximise your chances of getting a response!

    Create an email signature with Mailbutler in less than 2 minutes

    The examples above are created with Mailbutler’s signature builder that offers flexible templates with beautiful designs to let you easily customize your information, social links and formalities like closing remarks and disclaimers. They’re also responsive across devices! Whether a professional-looking signature for business emails or a friendly one for casual messages, Mailbutler ensures you can create your own unique email signature in no time.

    Start creating signatures now

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