If you want to create a good impression and demonstrate professionalism when sending emails at work, it is advisable to know how to create an email signature. This feature conveys a more trustworthy image of both employees and the company as a whole to customers and business partners.
Another advantage of using this method is to provide your contacts so that recipients can easily find you. Furthermore, it is possible to reinforce your brand's visual identity and include information that is relevant to your business.
Carrying out this type of activity is not very complex, but it requires you to be careful to avoid causing the wrong concept. For this reason, this text contains the main information with tips on how to create an email signature professionally.
So, keep reading!
What is an email signature?
An email signature consists of a list of information designed to be automatically inserted at the end of a message and provide details about the sender. Typically, it contains contact and identification data for the person sending the message, such as name, position, company, telephone number, address and, often, social media links.
Organizations, in general, use it with the aim of demonstrating seriousness, competence, responsibility and strengthening the company's identification. In fact, it is common to add visual elements that resemble a brand, some examples are logos, fonts, icons, colors and others.
How important is it to have an email signature?
From both a professional and personal perspective, there are several reasons why it is recommended to include a signature in your emails. It shows recipients that you are serious about your business matters. It also conveys to people an image of credibility and commitment.
Furthermore, using this feature makes it easier for customers, organization partners or contractors to know how to contact you. Communication takes on a more formal appearance and still provides a lot of useful information, without the need to create an extremely long text.
What information needs to be contained in an email signature?
A well-organized email signature contains data that facilitates contact and presents certain relevant details of the sender. Therefore, it is recommended that when creating it you enter your full name. Adding your profession helps identify your role within an organization or industry.
The name of the company you work for or the business you manage is also advisable. From there, enter contact information such as phone number, email address and website. If you find it convenient, you can also include links to social networks, a slogan, a physical address or a Call to Action.
Can you use colors and graphic elements in your online signature?
You can create a colorful signature and incorporate some graphic elements, but you need to do this with caution. First, remember not to overload it with too many distracting images that make it difficult to read the data on the PC or notebook. Maintain consistency with the company's visual identity, such as logos and fonts.
Also remember that not all emails are supported and there are variations in how messages are displayed due to differences between devices and browsers. So, when adding an image through the settings, activate the “Alt text” function and provide alternative text that will be displayed if they do not load correctly.
Cautions when creating an email signature
How do you avoid creating your email signature from looking like amateur work? Check out 5 strategies to achieve professional results.
Pay attention to the color of the letters
Depending on the setup, creating email signatures with lots of colors makes the style look childish. So, try to limit the coloring to a maximum of three or four shades that are related to your business. If you want to highlight some information, such as your name or company name, use bold.
Other than that, avoid using light colors that interfere with the readability of the data. Prefer strong tones, as it can be read more easily by those with certain vision problems. Also look at the general design, assess whether there is a balance in the entire composition and if in doubt, opt for the traditional black color.
Know what font to use in your email signature
It doesn't matter who the recipient is or on which device your email will arrive, in all situations your signature must be legible. For this reason, it is recommended that you choose the font consistently. Remember that fonts such as Arial, Helvetica, Calibri, Times New Roman and Georgia are frequently used in the business world.
As for size, something that works well is placing your name prominently with dimensions between 13px and 14px and other information with 12px or 11px. Another important detail is to maintain a standard and not mix different formats. Only use a second font if you are going to add the slogan or leave it in italics.
Have simple graphic icons
Although it is recommended that you exaggerate the use of images in your email signature, incorporating one or two suitable icons does not hurt. However, they need to be easy to recognize and relevant. Some examples are the small phone numbers and envelope for email address.
Adding the logo next to the company name corresponds to another option. When creating a promotion or event, you can also use this feature to publicize the news with a Call to Action. If you receive an award or certification, consider adding the symbol before the title so everyone knows.
Be careful with the spacing between sentences and graphic elements
Some programs and devices interpret spacing differently and make the signature look disordered. To prevent this type of problem, try using a more advanced email editor. Keep a single space between lines and icons, this creates a harmonious and readable look.
Don't create complex formats full of settings, always opt for simpler adjustments. Use line breaks, such as pressing “Enter”, at most only once at the end of each piece of information. Also, take into consideration the possibility of testing on different devices.
Add the Call To Action
Creating a Call To Action (CTA), that is, suggesting that the recipient take some action is a good strategy to promote sales using an email signature. However, this tactic must be used appropriately so as not to appear invasive. Start by deciding what kind of action you expect the person to take.
For example, consider whether you want her to visit your website, download something or schedule an appointment. Then, create short and direct text, such as “Click here to learn more”, “Download our free guide” or “Schedule a demo”. Leave this message visible, it can be after the contacts or in a place that the reader does not need to scroll down the page to see.
Create a mobile-friendly signature too
It's true that many people use cell phone to work, and also many emails are answered and viewed through these devices. Therefore, having a signature that looks mobile-friendly is essential to make a good impression and build trust if you are talking to a customer.
Therefore, using logos and large images always end up looking distorted or exaggerated when viewed on a cell phone, so following the formatting tips we provide is very important. Whenever you save the created signature, don't forget to test it by viewing the email on your cell phone too!
Best Email Signature Generators
There are programs that allow you to do different tasks in a few minutes and save time. Therefore, see below 5 ideal tools for creating a professional email signature.
WiseStamp
WiseStamp is a platform used by both individual professionals and companies that have a paid and free plan. There, you will find a variety of templates and configuration options to create a personalized email signature. You can include a logo, adjust colors, insert contact data, links and other elements.
If you have an organization, you can centralize control of team subscriptions and deploy changes as well as update everything at once. When you want to highlight promotions, events or important news, you can add animations and banners that catch the recipient's attention.
Hubspot
HubSpot is a marketing automation platform that is packed with features, including professional email signature creation. By doing this task through the program you have the advantage of being able to adjust several aspects including colors, fonts and logo, as well as change information about name, title, phone number, website and more.
Team communications are centralized and updated at the same time. This service also offers tracking and analysis features that allow you to monitor the effectiveness of interactions within the company. In addition, it is possible to manage marketing campaigns, sales and customer service through this system.
rock content
Rock Content refers to a company specialized in content marketing. However, it offers a tool called rockstamp that creates an email signature completely free of charge. It is compatible with different software, such as Gmail, Outlook, Apple Mail and more.
There is no secret to using it, just access the platform and add the data you consider necessary, such as name, telephone number, address, etc. Then, you select the model that best suits your interests and finally, finish. In general, it is an alternative for those looking for simplicity.
New Old Stamp
New Old Stamp is a paid service that has an individual and business plan that allows you to create professional email signatures. It accepts you to place specific logos, colors, fonts and photos. Another interesting detail is that links can be added to social networks, the company website and portfolio.
There are models with space to include the Call to Action and banners, and in this way, promote your business. It has an organized system that controls the signature pattern of an entire team. In addition to these advantages, it highlights compatibility with the main email services, such as Google Workspace, Exchange, Microsoft 365, etc.
HTML Sig
HTML Sig automatically creates email signatures to promote a company on different platforms. It allows you to include links from up to 30 social networks, such as Facebook, WhatsApp, Snapchat, Instagram, Quora, Twitter, among others. It is a paid service, however it has a free trial period.
There is also a monitoring function to simultaneously change subscriptions and obtain statistical data from the most used social networks. In addition, you can customize colors and add different information, for example, fax number, two physical addresses, one or two Call to Actions.
Have a professional and personal email signature
Mastering the art of creating an email signature is a valuable skill in a world increasingly driven by digital communication. When well designed, it demonstrates professionalism and reinforces visual identity. So, follow the steps provided in this text and try to create simple versions with relevant data.
Remember to use colors and fonts with common sense, if you see fit, add images and a call to action. However, carry out tests on different devices, confirm that the formatting is the same on different systems. This way, you will be able to convey important information and make a good impression.
