Email signatures play an important role in an individual’s professional life. Whenever you apply for a job the first thing a recruiter observes is the presentation which creates your first impression. Or if you are representing a business, you can create a strong and professional brand image for your clients.
Many people consider an email signature as something formality for being professional or as an afterthought of writing an email. However, this opportunity that many people miss, could be a great way to introduce yourself especially when you are sending an email to your client for the first time. The email signature is a simple yet effective way to clarify who you are and help the receiver to reach out to you directly whenever they need it.
Many people miss out on this opportunity and fail to convey their professional contact information in an organized way.
So, what is the usage of an Email signature?
The answer is simple: it is used to communicate to the recipients a specific message in a convincing way, although normally it is used in formal tasks like some social activities, managing transactions, or subscriptions.
Here is everything you need to know about your perfect email signature to make it look more professional and formal.
A Personal email signature includes:
Here are some points which you can add or leave in your email signature design according to your needs and preferences, a good and impressive email signature must be made considering the given points:
Your Image or photo: You can add your image on your email signature to show your identity, but it doesn’t mean you can add any casual image of yourself you like. Ideally, you should add your passport-size photo showing from your shoulders to up. Make sure to use a high-quality image because a low-quality image creates a bad impression and lowers the trust in the sender
Your Full Name: Make sure to add your full name on your professional email signature which makes the reader know about you, if you have any middle name you can add that also but it is optional to add in the signature. If you’re using it for formal use your middle name can add some approval, whereas if you’re using it for informal use your middle name shows your actual identity. Adding your full name is highly crucial for any professional expert whether you’re sending an email to your client representing a business or sending it to your potential employer.
Designation or affiliate information: The designation will provide more context to your conversation, you are representing a business when contacting a client. They will know who they are going to deal with, it will be easy to communicate and things will move in a more organized way. When they contact your company, they will send it to you directly rather than making it difficult for managers to organize information. However, it’s optional information to add to your email signature design.
Phone number: Adding your direct phone number is the most obvious and important task while making a perfect email signature. It’s important to add your direct phone number so that the recipient can contact you directly without any difficulty. Adding some extra phone numbers will also benefit in case the primary number is busy. You can also add an international number to your signature in case someone from other countries wants to contact you.
Email address: Adding your email address separately is not important as you’re already sending that through the email and the receiver can see your email address. but still, if you add your email address separately in your signature it will give a more professional look.
Website link: If you have any website related to your business or any other personal website you should add the link of the website on your signature, make sure the banner of the website must be attractive so that the visitor finds them interesting and will spend more time on the website.
Social media: While you’re building a brand it’s important to connect with as many customers as possible, so you should add all your social media handles in your signature so that you can reach more people easily. You can add your social media username or an URL (direct link) to your profile, also make sure that your social media profiles are well managed and that no unnecessary and embarrassing picture should be posted which will create a bad impression in front of others. Moreover, it can act as your portfolio.
Location: If you have any office or other workplace it must be shown on your email signature. It will make it easier for others to reach out to you directly. The address of your office should be correct and you can also add some hints in your address like near XYZ place etc, but you try to add your official address if you’re using the signature for any formal activity.
How can you make it more organized?
- To create a more effective and organized email signature, you need to ensure the readers can read calmly and process it instantly. The email signature should look visually appealing. One of the best ways to organize your email signatures is:
- Use a large font for the main information such as the name and designation of the company.
- Use a top-down hierarchy and left-right hierarchy to present priority information. This means writing priority detail on top followed by next and writing left-right information that has a similar category. For instance, you can use hierarchy as Full Name, job title, phone number & Email(left-right), address, and website(optional), etc,. to create email signature.
- Avoid any stylish or cursive font, and try to use more standard and basic fonts for a formal look.
How can you create email signatures?
If you ever tried to create your email signatures, you might understand how difficult it can be. However, there are many online email signature generator platforms. These platforms are automated and can help you generate professional and organized email signatures. Though it can be difficult with a lot of information to take care of, you can create effective email signatures with email signature generators.
All you need is to fill in all the essential details asked by the email signature maker. Follow the steps, and you will get your professional and organized signatures. However, there is a lot of information to fill in, that’s why it’s important to check information properly before finalizing. Moreover, even after generating the email, you need to recheck all the information to ensure it’s correct. Wrong information on email signatures will lead to a bad impression.
Who can use email signatures?
Anyone who needs to send a professional email can create one using an email signature maker online. Here’s a list of people who need to use email signatures:
Freelancer: If you are a freelancer, having email signatures can be useful especially if you are looking for an opportunity or liaising with a contact of work.
Job seeker: job seekers using email signatures for sending cover letters and resumes can have a strong impact on HR.
Online content creator: if you create content on YouTube or other platforms, you will have brand collaborations. Email signature will help you come across as a credible and professional individual.
Professional expert: If you are working in a company with different departments, having a professional email signature will help people to connect with you directly.
Conclusion: The above-mentioned details are everything you need to know about creating email signatures. Whether you are a freelancer or seeking a job, email signatures can give a strong image to the receiver. You can use this guide to create more organized and effective email signatures for your professional emails. You can use online email generators to develop signatures rather than creating yourself every time you write an email. Platforms like DesignHill are highly useful to create effective email signatures.
