It’s simple but vital. In any email an email signature comes at last but it’s importance is inevitable.
Yes it’s true after reading the headline at first you may think,
Is this guy serious? I am using Email signature for long time, is there anything else that I need to know or should I devote my time for reading an article about this simple feature?
You are not completely wrong, but you know what, sometimes we left out such things which seems so simple/ nothing to care about but it’s vital.
Email Signature is also such kind of thing. Generally you may feel that there is nothing so important to discuss about, but this simple feature can have great impact and can add a feather in your email etiquette.
So at first let me make it clear for whom this post is all about. For the newbies who have no idea about this feature and never used it before and for those who are not new but don’t know how to craft it properly or what can be it’s true impact.
In this post, I will clear all your doubts regarding this, not actually all in this post because what I have figured out is, if I break the entire point in two different articles then it will be easier for you to consume the entire thought and from my end also it will be easier to describe thoroughly.
So, in this post I will cover different essential components/ elements of an email signature and using these how you can properly create one such signature format and in my next post I will cover its impact and essence.
Hope after reading these two posts, from the next time when you will compose a new email, you will definitely remember to add a properly created signature in that.
So what’s the proper way(s) to format an email signature?
If you ask me this question directly then my answer will be, there is no such accredited format or benchmark set, based on which you can compare.
But I can provide you the knowledge regarding how you can make this simple feature more effective with all required information and with the way of presentation, from my own experience.
At first you should know that when you are using email signature, it will work as your virtual visiting & identity card.
So by keeping this thing in mind at first put a proper picture of yours or the logo of your business if you are the owner or the company logo where you are employed. It’s not necessarily have to big, but a clear, small thumbnail size image will be good to go.
After that use some warm thanking words like “Thanking You” or “Best Wishes”or “Warm Regards” or “Thanks & Regards” or anything like these and just below to that write your name. After your name write your job description or the specific designation you hold.
After your name and designation, give the name of the business according to the nature of it, means if you are the only one in your business then it’s not necessary but if you are running your own company officially or working for a company then it’s highly important.
Then write all the necessary contact information one by one. At first give official email id(s) with your personal email id (optional), if required according to the nature of the work and the designation you hold.
After that, write phone numbers in the same way, at first official then your personal contact number which you use for official purposes.
Now you must be thinking, why is your personal number so important? Because if you are working in a really big organization then they have their own protocols regarding all communications via phone and email.
But if you are working on your own company or a startup or mid-sized company where beside your work, you have to handle the respective clients also then if the company permits then you can give the personal contact number for better customer support.
For both email & phone number, always give at least two numbers and emails, so there should be an alternative way.
Then give the URL of the company or the business with your official Skype id or other messenger id to make the communication more open, smooth & easy.
After all these you can write just two to three lines about you or your company. It has to be a catchy two liner which grabs users attention otherwise it’s of no use.
Then in the end you can share the links of your social media profiles. It has many benefits, as an example it increases the engagement level among you and your clients. Obviously in this way if you can build a good relationship with your client then it’s great for the business.
So these are the ways for crafting an effective email signature.
I have mentioned all the essentials, now you can mix and match different elements to create an effective signature for your emails.
You can also check different fonts, colors, order of each elements placed etc. to find out which is mostly suitable for you.
Hope this guide will help you to create a highly effective email signature. As I have told, in my next post I will write its impacts and benefits.
So stay with us and in the mean time you can share your own experiences through comment.