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Creating Professional E-mail Signatures

7 mins read

This article gives tips for using a professional e-mail signature consistently and explains the different aspects we recommend including within the signature.

Having a signature at the end of a professional e-mail isn’t simply to look fancy or add visual appeal to the e-mail. While a professional e-mail signature does both of these things, it is also used to help communicate important company information, solidify the consistency of the company’s brand image, and create a long-lasting impression. A proper professional e-mail signature becomes an invaluable marketing tool for the company and is a beneficial component of a business growth strategy.

When creating and setting a professional e-mail signature, here are a few tips that will help to ensure it is used consistently:

    • Enable the setting within the e-mail program being used to have the signature automatically inserted at the bottom of all new composed e-mails and replies
    • Add the e-mail signature to all devices being used for e-mail (i.e. phone, tablet, laptop, desktop, online)
    • Use the same signature for all employees within the company to maintain brand consistency. This means same formatting, same font, same logo, same everything (other than the details that change per employee such as name, title etc.)

Here are 10 different aspects we recommend including in professional e-mail signatures:

1. Name
Full name of the person composing the e-mail. While this may seem like the obvious first component to include, we have seen it forgotten or with only a first name, which can be confusing if someone were to call the office and there was more than one “Tom.”

2. Title
Title or position of the person composing the e-mail. This may not always seem necessary; however, it could be important to the recipient of the e-mail and they may ask to speak with someone in a different position.

3. Division/Department
The company division or department the person composing the email is in, if applicable to the company. Like the previous section, this may be important information for the person receiving the e-mail. For example, they could be speaking to someone in support and want to speak with someone in sales.

4. Company Name
Full name of the company. This is about as obvious as including the full name of the person sending the e-mail. People want to know who they are communicating with.

5. Phone Number – Office
The main office phone number, which would usually go to a main phoneline. If there is a toll-free number it is also a great idea to include that, especially if there is business out of the province or out of the country where long distance charges may apply.

6. Phone Number – Direct
The direct phone number of the person composing the e-mail. This could be a cellphone number, or an extension for the main phoneline to be reached in their office. This is optional, as some people would prefer to not give a direct line and have people call into the main phoneline to go through reception instead. If there is no direct line given, it is a great idea to have a voicemail set up on the office phone number, or someone who can pass along messages.

7. Company Address
The full address of the physical location of the company. This is important for businesses that run out of a physical location and makes it easier for clients to find the business. If a mailing address is separate from the physical location (such as a PO Box), it is also a great idea to include that separately and label them properly within the signature.

8. Company Website
The URL of the company website, including a hyperlink so people are able to click on it and be directed to the website. This can help boost visits to the company website and may help to answer questions recipients have about the company.

For example: https://bigcorplife.com/

9. Company Logo
The primary company logo used for branding. This is an important visual to include, as it is usually the image that a company will be recognized by. It is important to note that many tablet and phone e-mail applications do not allow the use of an image in an e-mail signature. This doesn’t mean it can’t be used for any signatures such as desktop or online. The image can simply be removed when setting the signature on a phone or tablet.

10. Disclaimer
A disclaimer is the legal text “fine print” at the bottom of most company’s e-mails. It is important for legal reasons and most legal teams will recommend including one. A disclaimer informs the recipient what they can and cannot do with e-mails sent from the company. They also usually give a request that the recipient inform the sender if this e-mail was not meant for them and intended for someone else.

Now that you have read all of the aspects to include in a professional signature, you are most likely wondering what one could look like ! Below is a downloadable template of a professional e-mail signature for you to work with.

Professional E-mail Signatures for More than Looks

As we have explained, professional e-mail signatures can provide many beneficial uses other than simply looking great! With valuable contact information, along with marketing the company, and a legal disclaimer, a professional e-mail signature can be practical while also maintaining the brand’s consistency.

After reading this article, perhaps it is time to look at the company’s e-mail signatures and ask: “Are our signatures providing all the benefits they could?”

Download the Creating Professional E-mail Signatures – Reference & Template (zip).

click to enlarge

Visit our Resource Library for all available downloads.

If you require assistance with any of the guides, forms or templates, please contact a BIG representative.

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