When was the last time you handed out a business card? Business cards are an extension of your brand but the purpose of them has always been to give the recipient the information they need to contact you. Remember when all that information was conveniently stored in a Rolodex? Those days are gone. With the shift to e-communications, an email signature is the new business card, so a good impression is important. Here are some tips on how to create a professional looking signature.
Your email signature is your contact information at the end of the content in your email. It should contain your logo and be representative of your brand. It should also have your full name, title, address, office phone number, cell phone number (if you are okay with that), link to website and your company social media. You can also include logos of awards, and you may need to provide disclosure information. If you still receive faxes, your fax number should be there also. Your email address is not necessary, since the recipient will already be able to get your address from the email you just sent.
• You can set up your signature in a Word document then copy and paste into Outlook or other email platform. This makes it easier to get the typography, line and letter spacing you want (again, all representative of your brand). One individual should do the initial set up and then share the Word document with the team so that all employees have a consistent signature.
• You will need a .png or .jpeg version of your logo to insert into the Word document
• Use only cross-platform system fonts so your signature looks the same on Windows and Mac OS. You can find a list of them here. Although Comic Sans is on that list, please do not ever use it for business communication. Ever.
• Try not to overload your email signature with too many links. Be aware that although it’s great to have award banners (like Barron’s Top 100), for some recipients they may not show up as pictures, but as an attached file.