Your Ultimate Guide to Email Signatures

email signature guide
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Professional Email Signature Examples

Leaving impressions that matter is challenging. But having to do that at the end of an email is even more challenging.

Did you know that the average employee of a marketing or sales organization sends about 11 to 25 emails a day, while solopreneurs send up to 10 emails a day?

With email communications gaining momentum, do you think that ‘Regards’ and ‘Thank you’ sound boring and it’s time for a change? And are you on the look for ways to up the ante with your email signature template while ensuring it stays professional?

Be it a promotion, job change or just branding yourself, chances are you’ve gone looking for professional email signature inspirations online. Or it may just be because of the nagging feeling that your signatures don’t stand out and you end up scouring the internet for attention-grabbing yet professional email signatures. But wait, there’s one more thing, these signatures should neither be too flashy nor boring. Does that sound exhaustive? Don’t worry, we’ve got it covered.

Keeping all these conditions in mind, we’ve rounded up some of the best examples of email signatures, so that you know what works best and what doesn’t. We’ll also share a free email signature tool that you can use to generate your professional and unique signature in seconds.

Is Email Signature Important?

Email marketing is extremely important for all companies that want to be serious about themselves, then use professional tools. It’s an important element for your marketing. It consists of your company website link, contact details, company logo, social media links. It will definitely give traffic to your website with a few clicks.

Should all emails have a signature?

Nope. It purely depends on the management. An email signature is an ideal chance to mark each message you send. It sets up and supports who you are as an organization. By making a durable email signature for every representative in your group, you make memorability in each individual to whom your workers send messages.

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What to include in the business email signature?

It all depends on the purpose of your signature. Before designing a signature, ask yourself, why do you want it?

Here’s a list of things we see in most signatures:

  • Name
  • Job Title
  • Company Name
  • Qualifications
  • Logo or Picture of Yourself
  • Phone Numbers
  • Business Addresses
  • Website link
  • Email Address
  • Social Media Icons
  • etc

How to Create a Professional Email Signature for free?

Your email signature is ideal for adding to your branding procedure by utilizing an apparatus you utilize each day – email. Utilizing an email signature generator to make the ideal email mark can give contact data to your business, foster your image, and give you a more expert appearance with little exertion.

Email Signature - Do's and Don't

Do’s

1. Keep the text to three or four lines

For your email signature, keep it simple. It must include-

  • Your name
  • Title and company (link to website)
  • Phone number
  • 1 or 2 customizations
Signature Block

Once you’ve covered the basic format, here are a few customizations that you can include.

Social media profiles that showcase your brand

A sales rep might want to include links to their LinkedIn profiles, while vloggers might want to include a link to their Youtube page. Depending on your niche and brand, choose the social media profile that suits you best.

Stellar content that highlights your expertise

Do you have a product/service that you want to tell the world about? Maybe a blog post that highlights what you have to offer, perhaps a product offer? Whatever is it, you can use your signature as a tool to highlight it.

A call-to-action

This is a line of text that prompts action from the recipient. The action you want them to take could be almost anything like scheduling a demo, attending an exhibition, downloading an ebook, or more.

Social proofs

Brag a little; it’s totally fine. If you have credentials, testimonials or awards that you’d like to highlight, then your signature is a great place to do this. This ensures that the recipient knows how accomplished and credible you are.

Personal Brand

Limited information

It’s overkill to mention any possible phone number, email address, or social media network to which you belong. In reality, the more pages you connect to, the less likely your recipient is to visit all of them, a phenomenon commonly known as the Paradox of Choice.

Here’s an example of an overstuffed email signature:

That’s 16 lines of text right there. And imagine receiving this on your mobile phone. Would put you off, wouldn’t it? So, why do that to your recipient?

2. Include images and logos (and don’t steer away from color)

A picture speaks a thousand words and visuals always work better than text. So include pictures to make your email signature more memorable.

See the lovely mountainside below?

Professional email signature examples email clients

Chances are, you’d probably forget it.

It’s more likely you will recall this.

business email signatures

This is because research indicates email signatures with pictures of people are more memorable than those without, and color images work better than black and white ones.

So, if you want to stand out from the crowd, quite literally put a face to that email signature.

3. Incorporate your brand

Your business probably spends thousands on branding, so why leave this out in your email signature. From your logo to your motto, banner, and colors that define your brand try to incorporate all these elements in your email signature. As long as you don’t go crazy, this will boost the effectiveness of your email. And this is especially true if you have a well-recognized brand.

4. Make it mobile-friendly

Mobile phones account for over 46% of emails opened, and over 35% of business professionals check their emails on a mobile device. To prevent emails from being missed merely because they don’t operate on the recipient’s phone, make sure your signature and email client are compatible with mobile devices.

email signatures

Don’ts

1. Include your email address

Ever included your email address in your email signature? Then these analogies are for you.

Imagine placing two return stamps on an envelope. Or, at a gathering, after the host has already introduced you, reintroduce yourself. Sounds redundant, doesn’t this?

Similarly, in an email, your recipient can hover over and find your email address so don’t include it in your email signature. It’s a waste of prime email real estate that you can use to add something of value like social media profiles, blogs, portfolios, CTAs, etc.

Business email signature

2. Go over the top

You’ve probably got a few of those long, unending signatures. They may run for ten lines or more and include unnecessary information. Such signatures are just crying for attention. So, in this case, less is more. Don’t overstuff your signatures.

And on the other hand, a little branding can go a long way. For instance, use either a photo or logo, don’t use both. Make sure you include colors, but you needn’t paint a whole picture. Just use a color or two.

Summing up

Now comes the best part. You don’t have to take all these tips and design a new email signature for yourself because there’s an app that will do it for you. With Sloovi’s email signature generator, you can create signatures that are free. No gimmicks. No strings attached.

The email signature seamlessly integrates with various email vendors and generates beautifully crafted, personalized email signatures that you can attach to all your emails.

Sloovi makes it easy to add a picture to your signature, a live RSS feed that pulls your new blog or social content, and much more. Here is a sample of an email signature.

Personal email signature

Use this and sign off in style.