How to Make a Professional Email Signature to Increase Email Credibility

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How to make a professional email signature? – The easiest and most effective means to market yourself and your business are in your email.

Sounds dubious? How many emails do you send and receive every single day? We can safely assume it to be at least 100 including continuous threads, cold pitches, forwards, and the likes.

Every good email will have the email signature of the sender affixed in the end. For most folks, an email signature is like an unnecessary addition to the email. In fact, it is not surprising that some consider it to be a fancy frill that makes an otherwise short and concise email longer.

On the contrary, email signatures are great opportunities for marketing and networking. In fact, email signatures are modern-day visiting cards. They are not printed on glossy matte or fine paper, instead, they occupy the tail end of the emails sent to various recipients.

They contain the contact information of the sender and also imparts more information that establishes the trustworthiness of the recipient. Additionally, they also help recognize the brand easily. In fact, brands deploy email signatures from time to time to boost brand awareness, spread the news about upcoming events like webinars, seminars and even drive traffic to their website.

However, like all good things, even making an impressive professional email signature takes time and effort.

So, what does it take to make a professional email signature?

How to make a professional email signature

Here is some basic information you need to keep handy to make it without much ado.

1. Name

If you are an individual, your full name by which the recipients can address you. If the email is sent from a business account, the name of the business should be placed here. Make sure the name stands out from the rest of the content. You can increase the font size, apply a different font color or even insert a logo.

2. Contact info

Your professional email signature should include the contact information consisting of the business phone number, extension number (if applicable), your landline phone number, and mobile. You must also include other contact information like your Skype ID or similar telecommunication credentials. It will enable the recipients to quickly reach you on other modes of communication when the email is not feasible.

3. Business info

Your business info begins with its name and location. If you can squeeze in your tagline, well and good. But, make sure the words do not spill too much and make the signature look cluttered or overcrowded. Being minimalist is a good approach to presenting your business information through your email signature.

4. Website link

If the emails you are sending are part of a marketing campaign or a cold pitch, it is essential to include the website link. If your email is well-written, the recipient might have an immediate urge to check out the website and what your business has to offer. Placing the website link in the signature facilitates instant access to your website.

5. Company logo

When it comes to grabbing attention, visuals do a better job than text. Especially when it is the business logo. Your prospects, customers and stakeholders will not notice your company if they do not notice your logo.

According to American art director Paul Rand, “A logo doesn’t sell (directly), it identifies.

Paul Rand Inspirational Quote

Think of a logo as the identifier for your business. The more it is seen and recalled, the stronger would be the chances of transacting with the recipient.

6. Social media icons

One of the under-rated benefits of email signatures is that they reinforce your personal brand. It is no surprise that you will be evaluated by what you post and share on your social media handles.

Including your social media links in your email signature also widens your social network. It gives your recipient another way to find and stay in contact with you.

Here is a best practice you can follow while setting up the email signature. Insert social media icons instead of links. Icons are easier to understand than links. Also, their larger space makes it easier to click and also occupy only the same space as four links stacked one above the other.

7. CTA buttons

A CTA or a call-to-action makes the user take an action. It is easier to create and fix CTAs in landing pages, blogs, and even newsletters. But, fixing them on email signatures can be tricky. You have only limited space to fix the CTA and it should be fixed in such a way that the user clicks on it and takes an action without being deviating from the purpose of the email.

To make sure that your email signature CTA buttons are attuned to the purpose of the email follow these best practices:

  1. Use the right action words – subscribe, call, click, try now, etc.
  2. Make the color theme blend with the rest of the email
  3. Design an exclusive email signature CTA
  4. Size it in proportion to the rest of the email signature

Impressive professional email signature secret

Gathering all the ingredients to make an email signature is only the first step. The real drill is in mixing them in the right proportions so that you have a final pulpit that you can confidently attach to your email signature.

Here is the secret sauce to getting it right.

1. Make your name, designation, and affiliation prominent

If you are sending the email to the recipient for the first time, like in a cold sales pitch, you have to take special care to ensure that your name is noticed. People interact with people. Not with emails.

That makes it imperative to make your name stand out as the most prominent fixture in your email signature. Make sure you use slightly bigger font size, bolden the name or even use a different font color to highlight it.

Next, follow it up with your designation. If your designation is specific to your role within the company but is known by other terms in the outside world, you might want to consider using the term that is widely recognized. However, be careful not to mention anything that is not true and is not an actual representation of your profile.

Lastly, show how you related to the company. This applies specifically if you are a consultant or a third-party vendor who is working with the company. You can also showcase the affiliation to a University, professional institution, etc. that the recipients can identify. Making the affiliation clear sets the right tone for further communication.

2. Make it visually elegant

Your email signature is an ambassador of your company and your personal brand. How it is visually depicted has a significant impact on how the recipients will perceive you.

Karl Lagerfeld, who skyrocketed Chanel into a global luxury brand says so about logos and branding.

Inspirational Quote

If you want your recipients to remember your name, your business, and also respond to your email, your email signature has to be designed in an elegant manner. An elegantly designed email signature can provide the right information and set the stage for further communication.

3. Follow design scale

In design, scale is the size of an object in proportion to the other objects in the design. In your email signature, you have to use a combination of text, imagery and even links to provide maximum information. Your email signature will look like a soup of text and imagery if the proper scale is not used.

To begin with, make sure that the email signature as a whole is within a space threshold. The standard email signature size is 700(w) x 300(h) pixels. If your recipients are predominantly checking your emails on mobile devices, consider having the signature in 320(w) x 600(h) pixels. Following proper scale in the design will ensure that all information is readily readable.

4. Use buttons instead of links

Adding links to your website, blog or social media handles is a great way to direct traffic. However, too many links stacked one above the other can make the email signature look cluttered. It will also prove detrimental to the overall visual elegance of the signature.

The ideal thing to do would be to use buttons. You can find icons for social media and even blogs that can easily fit inside the email signature. If not, you can use design tools to create the icons. Then, insert the links into the icons so that they look presentable and also serve the purpose for which they are created.

5. Use dividers to create sections

One of the common mistakes that professionals make while creating their email signatures is this: they create a single image without any sections. While this might make the task easier, it gives a bad user experience for the recipient. You can also have a look at creating a professional email signature.

Using dividers to create sections within the email signature is an under-rated best practice. Dividers ensure that each section is given its own space and is able to command attention. Also, it evenly spreads out the space and adds to the visual elegance. Combined with a good scale, it can make the email signature more pleasing. You can use lines or even borders to create dividers within the email signature.

6. Be mobile-friendly

In email marketing, mobile opens account for 46 percent of all email opens. That’s almost half of the emails. Needless to say, your email signature must be mobile-friendly.

The thumb rule is to make your email signature template mobile responsive. Unlike designing mobile responsive web pages, email signatures it can be done in different ways.

  1. Use smaller images for your headshot picture or business logo
  2. Break long addresses into 2 or 3 lines
  3. Shorten web links and email addresses
  4. Avoid using long rectangle-shaped templates

The best email signatures inspiration

The best email signatures are like hidden gems. They are rare to come across. And, when you do, make sure you make a swipe file of them so that you can refer to them for inspiration later.

If you are looking for some quick inspiration, here are some of the best email signatures that can help you.

1. The one where the website link is shown as a logo

Like mentioned earlier, it is necessary to showcase your website to your email recipients. However, you do not want to showcase this as a link.

This email signature showcases the website link as the logo along with social media icons.

This is great since users habitually click on social media icons. Placing the website link as a logo alongside these icons imply that it is clickable too.

It is also recommended that the website link can be inserted for the bigger logo so that the clickable space is enlarged.

Website Link added in the logo added to the signature.

2. The one with the neat sections

Remember the use of sections to make the email signature more pleasing. Well, this functional email signature of Tina Fay showcases that. The profile pic is separated from the main content with the help of a dividing line. Also, the use of lighter font color for the designation, block letter abbreviations for contact and uniformly colored social media icons make this email signature evenly spread out. It makes information easier to comprehend.

Functional Email Signature with Detailed Sections

3. The one with the event flyer

One of the primary functions of an email signature is to draw the recipient’s attention to an upcoming event. In this email signature, the sender has included a short flyer of the event, which when clicked, takes the user to the event’s main page.

Needless to say, this can help in increasing the number of signups of even footfalls to the event.

Email Signature for Occasional Events with Event Flyers

4. The one that is almost perfect

If there is one email signature template that checks off every single must-haves, it is this. This is a sample created using one of the email signature creator tools.

It creates a fine divide between two sections, highlights the sender’s name and designation, affiliation to the organization followed by all possible contact details. The left side is detailed with the profile pic and social media icons.

However, we feel that the email could have been skipped. If this were a second email then the same should be highlighted. Otherwise, it is a repetition of an already known information.

A Perfect Email Signature Sample for Everyone

Final thoughts

Email signatures were never so popular before. They came to the limelight only in recent times when marketers, sales professionals and almost everyone involved in outreach wanted to use their signatures as a personal branding tool as well.

There are several tools out there that can help you make great email signatures. However, you must know about the basic ingredients necessary to make an email signature and how to position them the right way so that the end result is a striking email signature.


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