Business Email

The Ultimate Guide for Creating the Perfect Email Signature

October 25, 2018


The Ultimate Guide for Creating the Perfect Email Signature

Your email signature is more than just your name and title. It’s an opportunity to make a great first impression! Think about an email signature as your personal brand. It can influence how your contacts perceive you and ultimately affect how they communicate with and respond to you.

This article will help you understand what exactly an email signature is, why it matters, and how to create the perfect one for yourself.

What Are Email Signatures and Why Should You Care?

Simply put, an email signature is the last bit of your email. It’s a small collection of information that typically contains your name, contact details, and any other piece of vital data about your brand, like a website:

The best part about your email signature is that you can get creative and use it to improve your communication, relationships, and brand image in the process.

Email signatures may seem insignificant, but they matter more than most think.

Signatures contain vital information that people can use to identify you and get in touch with your company. Without having to dig up the details, they can simply open any email you send them and access your contact details on the spot.

Also, if your email signature contains social links, that just means you’ve found an excellent (and free!) way to gain more traction.

How to Create a Great Email Signature

Most email clients, like Gmail and Outlook, offer easy-to-use email signature generators. You can also opt for third-party, online email signature generators if you want more freedom and feel to get creative.

Here are some best practices to help you create the perfect email signature:

Let’s Talk About Design

Your email signature is only 2-3 lines of basic information. But the design can make a world of difference when it comes to impact. A great signature design highlights the important information, attracts attention and makes you and your brand look great – all at the same time.

Here are several things you need to take care of to make sure your signature looks its best.

Keep it Simple

First rule: Less is more.

Don’t forget, email is a professional channel of communication. You don’t want to come across as loud, overwhelming, or disorganized. Take a look at this signature, for example:

This is what not to do. Keep your signature minimal and clean, and make sure your information is easily digestible.

Here’s an example of a great email signature:

This example is professional, readable, and doesn’t take up too much space.

Follow Brand Guidelines

Your email signature is a branding opportunity – use it wisely. If you’re a business, it’s a good idea to stick to your brand guidelines. It helps your emails stand out and ensures all communication is consistent with your strategy.

We love how Lucy Cornes beautifully incorporates the colors and feel of She Shopped in her email signature:

We recommend not to use more than 2-3 colors in your signature. And make sure you use a darker color for text.

Establish Font Hierarchy

There’s no need to be fancy about your font. A simple, clean font that’s easy to read is ideal for your signature. Here’s the important part: make sure you size according to the importance of the information. This helps your readers focus on what you want them to focus on.

For example:

See Jim’s name is in larger font compared to the rest? That’s what font hierarchy is all about.

Add Breathing Space

The information in your signature shouldn’t seem too messy or clumped together. It’s important to let your content breathe. A good idea to stop your signature from looking too packed is to use space dividers.

Space dividers help break up the information to make it even and easy to read. They are also a great way to save space without compromising on content.

Make Your Signature Mobile-Friendly

Around 50% of all emails are opened on mobile. This means you should design your signature keeping both desktop and mobile users in mind. Make sure you use a responsive design that looks great across different devices.

Some other tips to make your signature mobile-friendly:

  • Making links and icons clickable
  • Using appropriate spacing between links to prevent accidental taps
  • Making sure your font is large and easy to read on a phone/tablet

Adding Information to Your Email Signature

Let’s talk about the actual content of your signature. Of course, there’s standard information you need to include. Here are a few tips and tricks to make sure your signature’s content has the most impact:

Add Links to Your Social Profiles

What better way to gain a following than by adding social links in every email you send?

If you add links to your social profiles, like Facebook, Twitter or LinkedIn, you’re making your brand more accessible.

It’s also a great way to let people get to know you better. The information they have, the more likely they’ll trust and connect with you or your business.

Pro-tip: Use social icons instead of text linking to your social profiles. Icons take up less space and grab more attention.

Speak More with Visuals

Using a picture in your email signature can also be effective, making you look more authentic and human.

If you’re sending out an email as a business, be sure to use your company’s logo. Keep in mind, unless your logo is popular and highly recognizable, an actual photo will do a better job at humanizing your email.

If Need Be, Make Your Phone Number International

If your contacts are scattered all over the globe, make sure you include your country code in your phone number. If you don’t know your country’s international calling code, here’s the complete list.

Sign Better to Increase Your Email Productivity

A great signature can boost the impact of your emails and help you become more productive. These tips will help you get started, but remember to not stick to a certain formula.

The rule is: what works for someone else might not work for you. Always test out multiple signature designs to see what gets you the best results.

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