How to Create Great Email Signatures

Create a good email signature.

When created correctly, an email signature can say as much to an email recipient as the text of the letter itself. A well-drafted signature can signify the relationship that the email writer feels towards the recipient as well as the expectations regarding future correspondence and interactions. Email signatures may provide only basic contact information or can include a witty quotation or a hint about the sender's intentions. Email signatures can even include animations. The email sender should always review the signature to ensure that it sends the right message to the right recipient.

Things You'll Need

• Internet access

Instructions

1. Provide all necessary information (name, title, email address, website, phone fax and cell phone numbers) in the email signature while keeping the signature short. Aim to keep the length of the email signature at four to five lines. Condense the signature, if necessary, by separating the text with commas or slashes. For instance, one line of a signature could include a phone number, cell phone and fax number, separated by semi-colons or slashes. (i.e.--"Phone number: [phone]; Cell Phone: [phone]; Fax: [phone]").

2. Insert a logo or other identifying graphic image with the signature.

3. Include a typed-out URL link to ensure that the email program's formatting software won't disable a hyperlink.

4. Include social media links (Facebook, Twitter, Linked, etc) if you use them as part of your professional life.

5. Omit the mailing address from the email signature. If the communication progresses beyond email, the recipient can easily request the mailing address. Otherwise, it simply adds unneeded text to the email signature.

6. Investigate an email signature service for email signatures that include graphics or other design images or include specific formatting. WiseStamp, Signature Confirm and Stationary Central provide three possible email signature services that can create a professional email signature designed to the sender's needs.

7. Omit virus-checked messages or legal disclaimers from the email signature. Don't complicate the email signature.

8. Test the email signature by sending it to some friends before using it for professional needs. Ask the friends to review the email signature to ensure that it arrives with proper formatting, working links and with any included designs or logos.

References

• Nancy Schwartz Business Communications: Email Signature
• Smart Business Coaching: Turn Your eMail Signature Into Results -- Seven Tips for Succes

Resources

• Signature Confirm: Email Signature Service
• WiseStamp: Email Signature Service
• Stationary Central: Email Signature Service