When it comes to professional communication, it’s easy to overlook the small details—but they can make a big difference. Take email signature etiquette, for example.
Your signature may seem like an insignificant part of an email, but proper email signature etiquette can be a powerful tool for making a good impression and standing out in a crowded inbox.
This blog post will cover email signature etiquette so you can feel confident that you’re making a good impression on all your recipients!
What is an email signature & why is it important?
A professional email signature is a small block of text at the end of an email containing contact information. It can also include a company logo or maybe other graphic elements, such as social media icons and links.
Having good email signature etiquette is important because it helps you create a professional image and can provide useful information like contact details, company information, and legal disclosures. Additionally, a well-crafted email signature can help to build trust and credibility with recipients, making them more likely to engage with your message and respond positively. When they’re done correctly, email signatures can also be a fun way to express your personality!
But before you start designing your signature, there are some do’s and don’ts to consider.
What to include in your email signature (Do’s)
Before we touch on the “don’ts” of your email signature, let’s go over the basics to include—and one optional item:
- Name and number. It might sound obvious, but names are important—and it should be the first thing included in your email signature. Adding a number is optional.
- Designation and department. If you have a specific designation or department, include it in your signature (e.g., CEO, Sales Manager, etc.).
- Company name with logo. If you want to promote your company, include it in the signature (e.g., Insight Global, LLC).
- Company address and website. If you want to further promote your company, include additional details in your signature (e.g., Insight Global, LLC; 1224 Hammond Drive; website: insightglobal.com). You can also include your personal website if you’re working for yourself.
- Social media. If you want to promote your social media accounts, include them in the signature (e.g., Twitter: @insightglobal).
- Call to action banner (Optional). If you want to add a call to action (CTA) banner, then include it at the bottom.
What not to include in your email signature (Don’ts)
Now let’s review what not to include in your email signature:
- Outdated details. Remove any outdated information from your email signature. This could include old contact details, outdated links, or anything else.
- Too much information. Don’t include too much information in your email signature. This could overwhelm the recipient and make you look unprofessional. Remember, less is more!
- Multiple fonts. Avoid making your email signature difficult to read by using multiple custom fonts.
- Too large or small fonts. Don’t use overly large or small fonts in your email signature. Keep your email communications balanced by using appropriate font sizes.
- Multiple colors and graphics. Don’t use multiple colors or too many graphics in your email signature. Again, this could make your signature overwhelming to the eye and hard to read.
- Too many social icons. Don’t include too many social media links and icons in your email signature. This could make your emails look unprofessional and cluttered.
Tips for a better email signature
Whether it’s your personal or work email, your signature doesn’t have to be dry and impersonal. You can show off your personality while remaining professional. Let’s go over some tips on how to customize your signature the right way.
Stay On Brand
First things first, you should usually never stray from your company’s official branding in your email signature. Always go for a corporate look that is professional and reflects the brand.
Design For Mobile
Keep in mind that many people will view your email signature on their mobile devices, so you should design it accordingly. An easy way to do this is to use a clear and concise font that is easy to read and limit the number of lines to two or three.
Use a Builder
Don’t be afraid to use a web application to create your email signature. These tools are easy to use and will save you time in the long run. Using a builder will help you ensure that your signature is consistent in every email and also makes it easy to add additional information in the future. Here are our top picks:
Keep it Simple
Don’t try to include every piece of information about yourself in your email signature. Keep it short and sweet, using only the most essential details about yourself or your company.
Add a Pop of Color
No, you shouldn’t overwhelm your email recipients with a myriad of colors and fonts. But if you want to add a tasteful pop of color, go for it! It can be a nice change from the standard black and white email signature.
Don’t Overuse Fonts
Limit the number of fonts you use to one or two and make them simple. Arial is a popular choice as it’s easy on the eyes and looks good in both black and white as well as color profiles. Trying different fonts is also a great way to add some personality to your email signature.
Check the Length
Keep an eye on the overall length of your email signature. In general, a professional signature should not exceed four lines in total. You risk losing the attention of your recipients with anything longer than that.
Don’t Use Quotes
Quotes are unnecessary and will only distract from your signature. Keep it professional by sticking to the essentials.
Use a CTA Button Sparingly
Limit the number of CTAs you include in your email signature as having too many can be distracting, but do include one if there is something people need to take immediate action on (e.g., download a white paper, sign up for a webinar).
Less is More When it Comes to Email Signatures
When it comes to professional email signatures, less really is more. Keep your signature short and sweet, using only the most essential information about yourself or your company. Don’t overwhelm people with too much information or complicated designs—keep it easy and simple for everyone to read. And above all else, make sure that your signature looks professional!