When it comes to business communication, email is still one of the most popular methods. A study by The Radicati Group found that the average person has four email accounts and spends over two and a half hours online daily checking and responding to emails. With that much time spent on email, it’s important to ensure your messages are clear, concise, and professional. And one way to do that is to create a professional email signature.
Your email signature is like your business card. It’s a way to introduce yourself and your business to the recipient. And just like with a business card, certain elements should be included in your signature.
Here are 15 examples of professional email signatures and some best practices to remember when creating your own.
1. Use Your Full Name
When creating a professional email signature, use your full name. This will ensure recipients know who they are speaking with and can easily find your contact information.
2. Include Your Title
If you have a professional title, such as “Attorney” or “Doctor,” be sure to include it in your signature. This will help recipients understand your credentials and expertise.
3. Use a Professional Headshot
Including a headshot in your signature is a great way to personalize your emails and make a good impression. Be sure to use a professional headshot that is high quality and well-lit.
4. Keep it Simple
When it comes to email signatures, less is more. Keep your signature simple and concise, with only the necessary information.
5. Use Standard Fonts
For the best results, stick to standard fonts that are easy to read. Some good options include Arial, Times New Roman, and Verdana.
6. Use Legible Font Sizes
In addition to using standard fonts, use legible font sizes. A good rule of thumb is to use a font size that is two points larger than the body text.
7. Use Color Sparingly
When using color in your signature, use it sparingly. Too much color can be overwhelming and challenging to read.
8. Align Your Signature
For the best results, be sure to align your signature. This means that all the elements in your signature, such as your name and contact information, should be straight.
9. Include Your Contact Information
When creating a professional email signature, include your contact information. This should include your email address, phone number, and website.
10. Use Social Media Icons
You can include social media icons in your signature if you are active on social media. This is a great way to connect with potential employers or clients.
11. Include a CTA
If recipients want to take action, such as visiting your website or scheduling a meeting, include a call-to-action (CTA) in your signature.
12. Use an Email Signature Generator
You can use an email signature generator or design templates if you want to create a professional email signature but don’t want to spend much time doing it. This is a great way to create a professional and eye-catching signature.
13. Test Your Signature
Before you start using your new signature, be sure to test it. Send yourself a few test emails to see how it looks and ensure all the information is correct.
14. Get Feedback
Once you’ve created your signature, ask a few trusted colleagues or friends for their feedback. This is a great way to get input on your signature before using it.
15. Make Updates
As you use your signature, you may need to make updates. For example, you may want to change your headshot or contact information. Be sure to make these changes as needed.
Benefits of creating a professional email signature
When sending emails for work, it’s important to have a professional email signature. Not only does it make you look more professional, but it also gives recipients important information about who you are and how to contact you.
Creating a professional email signature is easy and only takes a few minutes. Here are eight benefits of having a good email signature:
1. It makes you look more professional.
When you have a professional email signature, it shows that you’re taking your work seriously. This can help you to stand out from others who may not have a signature or who have a less professional one.
2. It’s a great way to promote your brand.
If you have a business or are self-employed, your email signature is a great way to promote your brand. Include your logo, website, and social media links to help recipients learn more about you and your business.
3. It shows you’re contactable.
Include your email address, phone number, and social media links in your signature so recipients can easily get in touch with you. You can also include your physical address if you want people to be able to send you mail.
4. It’s a great way to share your latest news.
If you have a new product, service, or blog post, you can promote it in your email signature. This is a great way to make sure your recipients are always up-to-date on what’s going on with your business.
5. It helps you build relationships.
When you include your social media links in your signature, it helps you to build relationships with your recipients. They can connect with you deeper, leading to more business opportunities.
6. It’s a quick and easy way to promote your work.
Including a link to your portfolio or website in your signature is a quick and easy way for recipients to see your work. This can be a great way to get more exposure for your business.
7. It helps you stand out from the crowd.
With so many people sending emails, it can be hard to stand out. But you’ll be ahead of the game if you have a professional email signature. Your signature will help you stand out from the rest, leading to more opportunities.
8. It’s easy to set up.
Creating a professional email signature is easy and only takes a few minutes. You can use an online signature generator or create one yourself. Either way, it’s a quick and easy way to ensure your emails look their best.
Final words
A professional email signature is a valuable asset for any business professional. It helps create a first impression and lasting impression on potential customers and clients.
A professional email signature should include your full name, job title, company name, and contact information. It should be simple and should not include any unnecessary information.
