7 Essential Contact Information Tips for Email Signatures to Enhance Your Professional Image

An email signature accomplishes much more than simply telling readers who you are and how to reach you. In fact, a well-designed signature can help build trust and credibility and even drive traffic to your website. Use the following contact information tips for email signatures to set a professional tone, increase brand awareness, and generate business.

Keep It Simple and Concise

No one wants to scroll through an email signature. Include only essential information and avoid cluttering your signature with unnecessary graphics or quotes that can distract from the important details. Ideally, keep your signature to three of four lines of text.

Key elements of a professional email signature include the following, typically in the order listed:

• Full name
• Job title
• Company name and the URL of the company website
• Phone number and email address

Include the physical address of the company office or a legal disclaimer as necessary. You may also consider including social media links and either a professional headshot or the company logo. See below for more information.

At the same time, avoid including unnecessary information. For example, never include personal details such as your home address or your date of birth. Additionally, save the inspirational quotes for a context in which you know they will be convey the intended message.

Include Social Media Links or a Call to Action

When relevant, include clickable icons for your LinkedIn profile or your company’s social media sites. You can also use a call to action to encourage email recipients to engage further by downloading a free eBook, attending an upcoming conference, or scheduling a consultation.

Use caution, however. If you include a link, make sure to keep the associated social media profile or website up to date. And keep in mind that too many links may make your signature look like spam.

Use Standard Fonts

Stick to standard fonts like Arial, Verdana, or Times New Roman, limiting yourself to two fonts. By using a web-safe font you will ensure that your text displays consistently across different email clients and devices. In addition, consult your company style guide to make sure you choose a font that fits the company brand.

Use Color and Images Carefully

Well-chosen color can make your email signature stand out, but too much color will look unprofessional. And, as with fonts, make sure the design and colors you use are consistent with your company’s branding.

Likewise, the right graphics can enhance readability and focus attention. For instance, a small, high-quality image of the company logo reinforces the brand. Alternatively, a professional headshot next to your name both adds interest and allows readers to associate a face with your name. And simple dividers like a vertical bar or a bullet help to organize contact information.

However, too many images will add clutter and may not display correctly on some email clients. Also, embedding large files in your signature will increase the size of your emails. And please, stay away from animated gifs.

Optimize for Mobile

Remember that most people access email on their smartphones. Consequently, it is crucial that you keep the design of your signature mobile-friendly. For example, keep the signature narrow to avoid line breaks. Use readable fonts in a size that display well on small screens. And leave enough space around links so that readers can click them with a finger.

Test Signature Across Various Email Clients

While everyone in your company may use Outlook for business email, your recipients may use a variety of email clients. Keep in mind that what looks fabulous on Outlook may look different in Gmail or Yahoo or on a mobile device. Take time to test your email signature on various email clients to ensure a consistent look and make sure links are easily clickable.

Include Disclaimer Notices When Required

Some highly-regulated industries require that emails include a legal disclaimer or privacy notice. Consult your legal department to determine what specific wording to use and position the disclaimer at the very end of your signature. On the other hand, if you are not legally required to include a disclaimer, leave it out.

Need Help Incorporating These Contact Information Tips for Email Signatures? eMazzanti Has You Covered

Including an email signature can give your emails a polished and professional appearance, allowing you to put your best foot forward. But effectively incorporating all the dos and don’ts and ensuring consistency across the company requires time and tools.

eMazzanti can help. With eSignIt and other email services, we offer solutions for taking email signatures to the next level, ensuring brand consistency, supporting marketing campaigns, and strengthening email security.