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How to Write an Email Signature

November 25, 2016 2 min. read
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You send quotes, answer questions, and confirm jobs by email. Don’t overlook the impact of a professional email signature in these interactions.

You spend countless hours perfecting the process and quality of your business services because you want leave a good impression on your customers after each job.

So why would you fail to leave a email signature at the end of your emails? An email signature is easy to set up, and if you already have one, it’s worth reviewing in case it needs an update.

The nuts and bolts

An email signature provides you with an easy opportunity to promote your business by simply including the following information:

  • Your name
  • Your position, company name
  • Phone number
  • Website (hyperlinked!)

You don’t have to include your email in your signature because they’re already emailing with you, but that’s not a hard and fast rule.

When should you include an email signature?

Every time you send an email! This way, your customers always know that if they need to find your contact info in a pinch, they can simply open their last email interaction with you.

If you want to create a short version with just your name and phone number to use once you’ve started a back and forth conversation that’s fine too.

Always including an email signature adds that little bit of polish to each of your emails, which is great for your brand.

Going mobile

If you send emails from your smartphone while you’re on the go consider adding a line specific to your smartphone email signature that excuses typos.

You don’t want clients to think of you as sloppy, so a simple ‘Sent from my mobile phone’ helps a client look past the typos and grammatical errors that might pop up when you’re in a rush.

Step it up a notch

If you have active social media accounts, for example Facebook, Twitter, or Instagram, where your customers can learn about promotions and new services, then consider adding icons or links to them in your email signature.

You can also include an image like a headshot or your company logo, and some of your brand colours to make your signature stand out from the rest of the email text.

Try out a free email signature generator to take advantage of professional templates. HubSpot and MailChimp both offer free email signature generators.

Email signatures are one of those things that are almost too easy to set up, making them easy to overlook. But it’s a detail that ups your business’ professionalism.

Consider this your friendly reminder to open your email right now and make sure yours is tip top!

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