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How to Construct the Perfect Email Signature

2016-09-09 16:18:05

An email signature can be the perfect way to personalize an email and make a lasting impression. It can remind your email recipient of important information about yourself or your company, and condense all of your contact information into one easy to read area. 

However, if you’re not careful, having an email signature could cause your email to be labeled as spam—and the last thing you want as a professional is to have your emails get lost in a folder that many of us rarely check. 

Here are a few tips to learn how to construct the perfect email signature that will catch your recipient’s eye, and not land your message in the spam folder, for professionals, freelancers, and college students alike.

1. Keep it Simple

While it may seem fun to include a bunch of tidbits of information, graphics, or photos, email signatures are best when they include only the necessities. Your name, company name (if necessary), phone number, and address are sufficient. While it’s tempting, remember there is no need to include your email address; they have it already if they’re receiving your message!

2. If You’re a Freelancer or Professional, Do Mention Special Events

If your company has a special promotion coming up, a special event, or anything else noteworthy, don’t hesitate to include a small blurb about it in your email signature. Make sure not to go into too much detail—remember rule number 1, but do make it catchy and link to a longer explanation of it on your website or blog.  This will keep customers on their toes and engaged in the newest happenings at your company.

3. Include Social Media Handles

There are few better ways to keep customers involved than by utilizing social media. Include your companies social media handles in the form of small, click-through icons. Not only will this be visually appealing, it will also engage and involve your customers. College students can consider linking to their Linked-In, or other online resumé-hosting site.

 4. Don’t Put Graphics Directly into Your Email

Rather than placing graphics directly into your email, place them on your server and then link to them in your HTML code. The bigger your email, the higher probability that your recipients inbox will mark it as spam. By linking it to the server, your email will be reduced drastically in size and limit this from happening!

5. Match Your Signature Visually with Your Company

Though this doesn’t apply to the average college student, for professionals and freelancers this is a big deal. The colors of your email signature should correspond with the colors of your company, and so on. There’s no need to go wild with fonts and colors, but do match the branding of your email signature to the branding of your company. Consider adding your company logo to your signature, or your employee photo if you want to make a more personal connection.

6. Don’t Include a Legal Disclaimer if You Don’t Have to

This goes with keeping it simple, short, and to the point. If a legal disclaimer is necessary for your company, by all means include it. This also goes for an anti-virus scanning verification. However, if it isn’t necessary, don’t include it. Again, no one wants their email signature sending their important work correspondences to the spam folder.

7. Consider Including a Call-to-Action

Similar to including a line about special events, consider adding in a sentence that allows the reader to know more. Link the phrase to a blog post from your site, or to a page about the services you provide. An example might be, “Read about the 3 mistakes you’re making in business.” 

Lines such as these hook the reader and generate traction to your business, blog, or website. If you’re a college student, consider linking to an accomplishment, organization you’re involved in, or article you had published in the school newspaper.

8. If You Include an Image, Make it in Color

Scientific surveys have shown that images that are in color are more memorable than those that are in black and white. If you’re going to include an employee photo or small image, make it in color and leave a more lasting impression.

As a general rule of thumb, an email signature should include your name on line one, your company and occupation if you’re a freelancer or a professional or your college and major/minor on line two, your address on line three, and additional contact information on line four. Any other photos, calls-to-action, or media links are fun additions but are not necessary. Good luck and happy emailing!

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