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Writing Professional Emails: Part 5 – Signatures

3 mins read

This article provides you with a high-level description of email signatures, what should be included, and how to format them.

An email signature is equivalent to a business card in the digital world, as your signature is also a way to represent your company. It is important to have a signature at the end of each email sent out, so the recipient(s) have your contact information at their fingertips in case they need to contact you.

Email signatures are a useful tool in creating your brand, so it is important to have a signature with a good design that also provides all the information about your company. The email signature should always follow your company branding initiative by using the same font type, size, and colour as the rest of your email.

What is all included in an email signature?

    • Full preferred business name
    • Position Title: this should always reflect the exact position title within the company
    • Department
    • Company Logo
    • Company Name
    • Company Address
    • Contact Number(s)
    • Company Website Link

Note: When you include your company’s logo, ensure the resolution is small enough that is does not take up a large amount of space.

Many companies are beginning to add confidentiality and environmental disclosures at the bottom of their emails. We recommend that the disclosure font is italicized and size 8 point.

For email reply signatures, keep it short and simple to read. This generally will only include:

    • Full preferred business name
    • Position Title: this should always reflect the exact position title within the company
    • Department
    • Company Name
    • Contact Number(s)

Companies have begun to understand the importance of a well-structured signature, which can also provide an opportunity to attract and build relationships with new prospects. An email signature shows professionalism, performing the same role digitally as business cards do physically.

Now that you understand the importance of an email signature and how it is considered to be equivalent to a business card, please stay tuned for part 6 of this series when we discuss Email Attachments.

Download this resource Writing Professional Emails: Part 5 – Signatures.

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

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