I send out dozens of emails every day. Like a letter, each ends with a handy email signature that shares a bit more information about the work that I do. It’s a little note that allows me to market myself. With over 300 billion emails sent and received daily worldwide, your email signature serves 300 billion opportunities to get that extra marketing boost. Many people treat their email signatures like an afterthought, which is a big missed opportunity. I’ve found success leveraging that extra bit of real estate to tell others about me, how to reach me, and where to find out more about what I do. In this article, I’ll share tips for getting your email signature right. Then, I’ll gather some of my favorite signatures to get you inspired.
Table of Contents
- What is an email signature?
- What to Include in a Professional Email Signature
- How to Make an Email Signature
What is an email signature?
Like the signoff on a letter, an email signature appears at the end of your email messages, sharing a little more about who you are and how to reach you. It’s like a digital business card, leaving your reader with your social handles, phone number, and external website. A well-crafted signature typically consists of your name, job title, company, phone number, address, and website link.
What to Include in a Professional Email Signature
- First and last name
- Affiliation information, such as job title and department
- Secondary contact information, like a phone number
- Social profile icons and links
- A call-to-action
- Booking links
- Industry disclaimers or legal requirements
- Photos or logos
- Pronouns
First and Last Name
This is the only element that’s non-negotiable. People want to know who they’re talking to. Plus, you can save yourself some time. You can sign off your post with a nickname and have your email signature default to your full name.
Affiliation Information
After your name, add your affiliation information in your email signature. That may be your job title, your department, or the company where you work. This allows your readers to quickly see which organization you represent.
Secondary Contact Information
Email isn’t the only way to reach me. I’ll also respond to phone calls and texts. If there are other ways for people to get in touch, include that in your email signature.
Social Profile Icons
Looking to reinforce your brand? Consider including links to your social media pages in your email signature. Not only is this another way to market your social channels, but you’re also providing your contacts with another way to reach you.
A Call-to-Action
As a marketer, my team always has a new project to report. When I want to give my work an extra boost, I add it as a CTA in my professional email signature. Choose a CTA that aligns with one of your current business goals, and update it when those goals change.
Booking Links
If you have a client-facing or meeting-oriented role, include a booking link in your professional email signature. You can avoid a lengthy email thread to schedule a meeting, making scheduling a breeze. Clients can then know exactly when you’ll talk next.
Industry Disclaimers or Legal Requirements
This email signature element may be required in some roles and completely unnecessary in others. That all depends on the role you have. The legal, financial, and insurance industries have specific rules about email usage and etiquette to protect private information. Email signatures for these industries may require disclaimers to ensure compliance.
Photos or Logos
Looking to add a personal touch? Add your picture to your email signature. Your contact can then visualize what you look like, which may be helpful if you meet in person down the road. Make sure your image is professional, showing your face and body only from the shoulders up. The picture should also be high-quality to avoid pixelation. Alternatively, you can feature your company’s logo in your email signature. This can increase brand awareness and create a more cohesive visual identity.
Pronouns
Adding your preferred pronouns to your signature is helpful, especially if you’re working with people you’ve never met. A simple “she/her” or “they/them” takes ambiguity away, and so people know how to refer to you. This is also an easy way to build a more inclusive environment so everyone feels accepted by your business.
