Everything You Need to Know About Email Signatures

Email signatures can play a more significant role in your communication efforts than you realize. Learn what to include in your email signature with this guide.

We’ve all been there: You’re just finishing up an email, only to realize you have no idea how to end your email. Should you thank the person you’re corresponding with, or is a simple “best’ more appropriate? This part of an email is known as the email signature, and that difficult word choice has led to more advanced email signature design. Today, many companies end every email with a large, detailed signature.

So, why are email signatures important and what should you put in your email signature? In this article, we’ll talk more about what kind of information people put in email signatures and why they’re an important part of email content and design. If you want to maximize the ROI of your email marketing campaign, here’s what you need to know about what to include in an email signature.

Professional vs personal email signatures

First off, it’s important to understand the difference between a professional email signature and a personal email signature. While using a professional signature in place of a personal one isn’t a big deal, you don’t want to use your personal email signature in a professional email you’re sending to customers or clients.

Lots of people use personal email signatures to put a personal touch on emails they send to friends and family. These signatures can also help people verify that you’re the one sending them an email because an imposter may simply send a plain-text email. You don’t necessarily need to have a personal email signature, but it’s a smart idea in an increasingly digital world.

Professional email signatures are different from personal email signatures because they’re designed specifically for business use. What this means is that your professional email signature will typically include information about the company you work for, your position within that company, and any other relevant details about your professional life. A proper email signature is important when it comes to your business, so you should include a professional signature with any email that comes from your company.

What to include in your email signature

Email signatures have changed a lot over the years, but one thing has remained the same: including the right information is important. Your email signature should tell people who you are, what your job is, and how they can get in touch with you, but there’s a lot of other information you should include as well. If you want to make the most of your email signature block, here’s what your email signature should include.

Full name

The first thing you want to include in your email signature is your full name. Your full name should be the first thing people see when they look at your email signature, and it should be easy to read. If people know you by a different name in the professional world, you can also include that name at the end of your emails. This makes it easy for people to quickly figure out who an email came from and who they can reach out to if they have any questions or feedback.

You should always include the full name of the person who’s actually sending the email. For example, you shouldn’t use your email signature if somebody else is sending an email on behalf of your company; each employee or executive should have their own unique signature.

Job information

As important as your name is, it still doesn’t give people all the information they need about who’s sending them an email. In addition to your full name, you should include detailed job information in your email signature. You can start by mentioning your job title, which tells people whether they’re dealing with an executive, an employee, or an HR staff member. You should also mention which department you work in, that way people know what your responsibilities are and how to reach out to you.

Including job information in your email footer gives people a better idea of who’s emailing them, which is important when you’re sending out emails that represent a business. Provide as much information as you’re comfortable disclosing about your job.

Contact information

Whether you’re responding to a customer service inquiry or sending out marketing emails, it’s important to give people a way to reach out to you with feedback or questions. This is why contact information is near the top of the list when it comes to what to include in an email signature. After you tell people who you are and what your job is, you should provide them with contact information they can use if they want to get a hold of you.

The contact information you put in your email signature should include your work and/or personal phone number, as well as the phone number and address of the company you work for.

Providing links in your email signature makes it easier for people to take action after reading your emails. You can use these links to direct readers to your social media accounts, give them an easy way to access your website, or allow them to contact your company by simply clicking a link. You can even include social follow content blocks instead of links to your social media accounts. The goal of these links is to make it easier for people to respond to your emails, whether they respond by visiting your website or sending an email through your contact form. At the very least, you should include a link to your company website.

Legal requirements

Depending on your jurisdiction and what kind of company you’re running, you may be legally obligated to include certain things in your email signature. In the UK, you’re required to provide your company name, company registration number, and the location where you registered. You also need to include an opt-out clause that allows people to unsubscribe to your emails.

Some of the other legal details you may want to add to your email signature include legal, financial, and insurance disclaimers. Protecting your company from liability is an important part of email marketing.

CTA

A good call to action can be a very effective part of an email marketing campaign. The goal here is to give the readers a gentle nudge in the right direction, whether you want them to check out your new products, shop your clearance sale, or reach out to your company with feedback about products.

Keep in mind that your call to action shouldn’t be too pushy. You don’t want to pressure readers into taking action, you simply want to let them know what they can do if they’re interested in your email. Including a link makes your call to action even more effective and easier for customers to engage with.

Pronouns

You never know who you’re dealing with on the other side of a computer, so it’s polite to briefly introduce yourself to any new people you may meet. Including your pronouns in your email signature is an important part of making sure people know how to address you if they reach out with questions or feedback. You can do this by listing the terms you prefer to be addressed by, such as “he/him” or “she/her.” Including your pronouns keeps other people from making mistakes when they send you an email, which in turn helps people feel more comfortable reaching out to you.

What to avoid in your email signature

Knowing what to avoid is just as important as knowing what to include in an email signature. You want your signature to be readable by everybody, so don’t include any custom fonts that some devices or email clients might not support. You should also avoid including any unnecessary contact information to keep your signature short.

As tempting as it can be to fill emails with graphics and other neat-looking media, that can cause your emails to load slowly and display incorrectly on certain devices. Try to avoid including things like bullet points, animated GIFs, and videos in your email signature to make sure it loads quickly and is easy to read.

Your email signature is one of the main things people use to identify your emails, so knowing what to include in an email signature is important. Your email signature should include your full name, contact information, job information, any important links, legal requirements, a call to action, and your pronouns. You want to write a detailed email signature, but don’t go too crazy with it.

If you’re having trouble learning the ropes when it comes to email marketing, Mailchimp can help. We’ve got lots of great resources that can help you write better emails, plus we offer email automation tools that can save you time. Try Mailchimp and see what a better email marketing service can do for your brand.

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