How to write an excellent email signature


If you’re like most people, your email signature is not something you spent time thinking about too much. There’s just too much to do during the work day. But alas, the average office worker sends over 30 emails a day, almost all of which aren’t spam. By spending just a bit of time to give your signature a quick makeover, it gives you a great opportunity to better connect to your readers.

So what makes a great email signature? Here are some tips to make a signature that works.

1. Ultimately, your email signature should be helpful

Like any piece of content, your email signature is something that should be helpful to the reader, such as giving them easy access to how they can contact you, or find the spelling of your name/title. While you do want to connect and engage your reader, stuffing your signature full of self-promotional links undermines your credibility and comes off as spammy.

2. Use hierarchy to guide the reader

A strong hierarchy is important to guide readers to the most important information. This makes it easy for readers to find what they are looking for, especially if they’re on the move, trying to reach you.

3. Keep it simple

A simple color palette and font selection go very far when it comes to signatures. It not only looks professional but helps stand out from the rest of your email. The rule of thumb is one font and one to two colors in addition to the primary copy color. This could mean a color for links and another for accents. The following signature, for example, looks professional and consistent with the company branding.

4. Mobile-friendly is the way to go

Much of email today is consumed on a mobile device. Thus, it is critical that you take this into consideration.  There are some awesome tools like Litmus that helps with previewing what your emails would look on mobile devices. Are lines too long? Are links easy to reach? These sort of things should be caught before leaving your Outbox.

5. Include social media icons

Your social media presence is a major part of your personal brand – it gives readers an insight into who you are, and why they should be trusting you. Of course, if your social media channels are full of content from the last bender, you may want to reconsider, and instead include links to potentially useful content you or your company has created.

6. Make a call to action

Used sparingly, a call to action to download a whitepaper, or to join a free webinar looks fresh and positions you as an expert, and up to the current trends. Again this has to be done with taste so as not to appear too self-promotional.

7. Track the links

Since your email signature is something that is used multiple times each day, it is well worth your while to creating tracking links so you would be able to know what people are most interested in, and perhaps prioritize that over other information.

How to add an email signature in the webmail application

It is easy to create a good signature using the webmail application. Here’s how you do it:

  1. Log into your email account
  2. Go into your settings
  3. In the General tab, insert your signature and click save

This is what you should see, and away you go!