Each day, the average office worker sends 40 emails. Thus, it implies that you have 40 chances to advertise yourself and your company in the individual emails you send. Many people treat their professional email signatures as an afterthought, which is a huge waste of time. Those signatures are an opportunity for you to make it clear who you are, make it easy for people to contact you, and provide a place for people to go to learn more — about you, your company, or something you’re working on. So, with that in mind, we’ve compiled a list of the best professional email signature examples. From the professional email signature examples, you can see what you should and shouldn’t include in your own.
We’ll also show you three tools for quickly creating your own unique professional email signature.
What is an Email Signature?
An email signature is an effective way to express your professionalism to your readers while also providing them with contact details. An email signature is added to the bottom of each message, which helps to leave a good impression and distinguishes you from your peers.
How to Make a Professional Email Signature
#1. Limit the number of lines of text in your signature to three or four.
Don’t overthink stuff. So all you really require is:
- Your Name
- (Optional) Title, Organization (linked to the website)
- telephone number
Isn’t it simple? Here’s an illustration of what it would look like:
Once you’ve developed the basic format, consider using one or two of the following options to personalize your signature. Read Also: Customer Survey: Tips for Customer Satisfaction Surveys
3 Professional Email Signature Explanations of how to make it Personal
#1. Profiles on social media that showcase your professional brand.
Sales representatives may wish to include their LinkedIn profiles, while job seekers may claim that they are more involved on Twitter.
#2. Excellent content that highlights your expertise
Do you have a product you’d like to share with the world? So, what about a blog post that expertly summarizes what you have to offer? Have it in your signature.
#3. A Prompt to Act
This is a line of text that asks the user to do something. The action you want them to take might be anything: scheduling a demo, attending a function, downloading sales collateral, and so on.
In the last line of her professional email signature, Elise Musumano, for example, invites people to visit her blog.
Tip: You can use email monitoring to determine the efficacy of your CTAs by checking different variations of the same connection or lead magnet to see which ones your prospects react to the most.
Caution: Listing any possible phone number, email address, and social media network to which you belong is excessive. Indeed, the more pages you connect to, the less likely your recipient is to click on any of them — a phenomenon known as the Paradox of Choice.
The New York Times has an example of an overstuffed professional email signature (fictionalized).
That’s a total of 15 lines of text. So, imagine how inconvenient it will be to read on a mobile phone.
#2. Your email address should not be used in your professional email signature.
I like how Slate uses an analogy to explain the perplexing yet normal practice of using your email address in your email signature.
It’s the same as putting two return address stickers on an envelope. At a wedding, for example, reintroducing yourself after the host has already done so.
“This is Kevin, Mary.”
“Good day, Mary. Kevin is my name.”
It’s an inefficient use of room because:
- Hovering the mouse over the sender’s name in virtually every email client will show the address unless it is already available.
- Also, you can always press the reply button.
Save the real estate for things that add value, such as connections to social media accounts, the company’s blog, your portfolio, and so on.
#3. Include a picture (and don’t be afraid to use color).
Visuals are more memorable than text. However, there is one type of picture that can make your professional email signature stand out.
See the lovely mountainside down below?
You’ll probably forget about it.
This is more likely to stick with you.
That’s because studies show that pictures of people are the most memorable. Color images are often more memorable than black and white images, according to psychologists.
Bottom line: If you want to stand out from the crowd, consider adding a face to your name.
#4. Attempt “Sent from my iPhone.”
A Stanford team recently investigated the alleged authenticity of misspelled emails sent with (and without) a “Sent from my iPhone” signature. One important takeaway: Using the iPhone’s stock signature can also help you improve your image.
The researchers discovered that when emails use proper grammar, spelling, and punctuation, the sender is considered to be very reliable — regardless of whether they are written on a phone or a computer.
Participants in the analysis, on the other hand, gave more credibility to the individual who sent a sloppy email signed “Sent from my iPhone,” as seen in the chart below:
So, does this 19-character disclaimer really give you a pass on writing comprehensive responses? Our recommendation is to be aware of your target audience. For every person willing to ignore it, there is another who sees it as an irritating type of humblebrag.
Bottom line: If you’re on the go and it makes your life simpler, don’t be afraid to use a mobile professional email signature. So, if you don’t like the traditional “Sent from my iPhone” sign-off, or if you use a different mobile device, you can always make your own that follows the same general logic: Apology/Location/Status [Communication] from [My] [Device].
#5. Consider using one of these 5 free professional email signature generators.
The good news is that you don’t have to take any of this advice and build your own professional email signature. So, there’s a mobile app for that.
Here are five that we believe you should look into.
WiseStamp is a free email signature generator that integrates with your email client and loads beautifully crafted, personalized email signatures into your compose window automatically. So, the email signature tool makes it simple to include a picture, a live RSS feed that pulls your most recent blog or social material, and other features in your signature. Here’s an example of their professional email signature that we especially like:
Check out newoldstamp.com if you’re looking for something a little more one-of-a-kind. You can choose from 11 professional email signature templates in a range of colors and formats, as well as include a picture and social buttons.
Try htmlsig.com for a simple email signature with just enough details and no needless frills.
Designers and agencies may use signature.email to create elegant, personalized email signatures. Begin with a template, then change the colors, fonts, and spacing, add as many fields as you like, and rearrange them. Individuals can create a free personal signature.
LeadFuze is a lead search engine, but they also provide a free email signature generator.
You can choose from a variety of templates, but what’s really useful is that when you’re done, you can create a shared URL to send to everyone on your team so they can fill in their own details, making it simple for your entire team to have matching signatures.