Your email signature is your last chance to leave your customers a lasting impression and encourage them to engage with your business. This is why creating that best suits you and your business is necessary.
An email signature lets customers know more about your business, what you do, and how they can contact you. It is a good idea to optimize it to fit your business needs best.
With the help of this guide on email signature best practices, you can create an email signature that will leave an impression on your customers and make them want to reach out to what you have to offer.
An email signature is a sign-off to your email. It lets the customers know who has sent them the email. It contains information about the business, so it also acts as a business card.
You can use your email signature to
You should invest your time crafting a professional email signature for your business for many reasons. Some of these reasons include.
An email signature is also known as an email footer, so it is much more than just your and your business's names. It can include various features, such as
To help you create a sound email signature, we have compiled a few components of HTML email signature best practices. You must always include a few essential elements in your email signature.
Whether you are an individual emailing or a part of a team, you must leave a name to let the customers know who is reaching out to them.
Adding a position to your email signature helps reinforce your authority on the subject matter and lets the customers know more about your credibility as a sender. Include your name, job title, and a small work summary in the signature.
Adding your company's name in the email signature helps increase your brand awareness overall. This also helps your customers correlate your name with the business, giving you more credibility.
Entering contact information for your business helps increase your conversion rate, as it allows the customers to reach out to a designated contact, which can help them with their queries.
Even though the customers can reply to your email for more information, adding relevant contact information helps them reach out to the correct department, which can help them reach an appropriate person to communicate with.
You can check out the following example to better understand how an email signature should look.
Email signatures are often the most overlooked aspect of email marketing, even though it provides your overall email content with a professional and polished look. Some of the best business email signature best practices include a simplified structure, a responsive model, and consistent graphics.
If you are looking into creating an email signature for your business, consider checking out these email signature best practices.
Whether you send a long or a short email, ensure that your email signature size remains consistent. The optimum size and dimensions of your signature should be.
Even though you can access many fonts and colors, it only means some are web-friendly. Some fonts have visibility issues on different devices. This is why you must always use a web-friendly font for your signature. Here are some fonts that are web-friendly.
When it comes to colors, consider sticking to just two primary colors. You can use your brand's colors to maintain consistency throughout the email. To ensure readability, don’t use any colors that can clash with your content and fonts.
If you consider adding your photo to your email signature, consider the following when choosing one.
Your company logo should be included in your email signature. This helps the customers know about your company and increases brand awareness. When adding a logo, just ensure it is high quality and optimized to fit your signature. The recommended size is 150px-300px.
Adding alt text to your images allows users to utilize any assistive technology to access the information quickly. Some things you should keep in mind when adding alt text to your pictures include:
Icons are easier on the eye and ensure more conversions than text links. If you are considering adding your social media accounts to your email signature, link your accounts to social media icons.
Remember to include only the relevant social media; don’t add any additional social media, only those that are yours or your business. Consider checking out the example if you need a social media icon placement idea.
Ensure that your CTA’s are simple and align with your business needs. A CTA should be in the tone of the email and sound natural rather than forced into the email. Some types of CTAs you can include in your email are
Most readers scroll down to the email signature to find your website, so you should ensure that your website is placed in the line of the reader's sight. Here are a few ways to include your links in a visible manner.
A long paragraph of text can be hard to digest, so you should keep your text limited and divide content into different sections to make it easier for the readers to understand and digest.
Make sure your email signature is clear and filled with the necessary information. Keep things simple and make use of the whitespace that is provided to you to your advantage.
Ensure that important information is directly visible to the customers and move down the hierarchy from the most important to the least important information. Your primary focus should be your name, designation, company name, and logo.
Approximately 50.6% of readers use a mobile device to access their emails, so you should optimize your content and email signature to be visible on mobile devices.
Sizing, positioning, and information are essential. When designing an email signature, you must ensure it is visible on mobile devices and doesn’t seem too cluttered.
While having an email signature in an image form seems appealing, you should consider going against it. Since not all email providers can display images, your email might be sent to someone visually impaired. Text is your best bet to ensure your email is more accessible.
Also, since it is recommended to stick to a 60/40 text-to-image ratio, having too many images might make your email seem to spam and end up in your readers' spam folders.
Having gone over the email signature best practices, let’s move on to see some do’s and don’ts of creating an email signature. Making sure that by the end of this guide, you will have the perfect idea for your email signature.
While giving employees the choice to choose their signatures is a good idea, the business should create signatures for their employees to remain consistent and avoid looking unprofessional.
While a personalized signature can look good, it doesn’t necessarily comply with the business branding and imagery. To ensure you have a professional signature, it should include the following.
We’ve all encountered email signatures that leave a negative impression on readers. To ensure your email signature doesn’t offend anyone, establish clear guidelines. Once you’ve selected a format for your brand’s email signature, pay attention to details like fonts, colors, and images.
Avoid common signature mistakes, such as using an unprofessional font like Comic Sans or choosing colors outside your brand’s palette.
As a general guideline, opt for a font that:
Since a high image-to-text ratio can trigger a spam response, it can also cause issues with the image loading and the email size increasing. Consider keeping your email signature as text.
While adding an extra flair to your signature might seem like a good idea to set you apart, it can distract you from any important links or CTAs. Your goal should be to avoid extra content and let the brand speak for itself.
Since an email signature is a sign-off to your email, you can include a brand promotion. You must add only a few promotions in your email to ensure it doesn't overwhelm the reader.
When creating an email signature, ensure it aligns with your business guidelines. You can use your business's colors, logos, fonts, and details in your signature. Doing so makes your email signature align with the business and your fellow employees, ensuring consistency in branding.
No one wants to read a signature with grammatical and spelling errors, so you should review your email signature content more than once to ensure no issues.
Focus on creating a simple design for your email signature to ensure it has all the relevant information but doesn’t seem too cluttered or complex to the readers.
Mailmunch offers practical email marketing tools, including customizable email templates to help you keep things simple yet effective.
With the rise in mobile usage, customers and people now use their mobile devices to create, respond, and read emails. More than 50.6% of emails are now viewed on mobile devices. This is why making your signature and email content more mobile-friendly is a good idea.
Your ultimate goal with an email signature should be to create it in a way that showcases your brand's credibility and value. Email signatures should also reflect that since every part of your branding helps promote your business.
Now that you have gone over all the email signature best practices including the do’s and don’ts, why not try your knowledge and create your email signature? Once you have made your masterpiece, you can opt for Mailmunch to help you create, carefully crafted emails to enhance your customer's experience.
Your email signature works best when it is a cohesive part of your marketing campaign. So, to help you create a stellar email marketing campaign and signature, Mailmunch offers its users customizable email templates to help them manage and create a campaign that best reflects their business.
Create a professional email signature with Mailmunch
M. Usama is an SEO Growth Specialist and Content Marketer at Mailmunch. He is passionate about crafting engaging and informative content on email marketing and lead generation.
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M. Usama
April 19, 2024
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