Corporate email signature: tips & tricks

Let’s not argue about the importance of an email signature. It can both serve as a marketing tool and be your business card. A smart corporate signature can boost your and your brand’s image in the eyes of recipients. A poor or overdone one can simply make you look unprofessional. So my advice is: always pay attention to your signature. May it be useful, vivid, but — at the same time — not too much attention-grabbing.

Let me share with you some of the key tips and tricks that I’ve collected from my experience.

Brevity is everything

Make sure your email signature is not too long. Otherwise, it might seem dull or unreadable. Stick to up to 5 lines of text with the following information:

  1. your name,
  2. your role at the company,
  3. 1–2 lines of contact information (for example, phone and links to social profiles).

Make yourself easily accessible

Let your recipients contact you easily by including all the essential contact information in your signature. List those which work for you best. There’s no need having your Skype when you use it only once in awhile.

Add a human face to it

If you want to gain more trust, add your photo to your signature. It should be a headshot, not a full-body image of you. Make sure you are dressed professionally and are looking in the camera.

If you are not very comfortable with all your recipients seeing your photo, you can use your company’s logo instead. In any case, an image will brighten up your signature and help it stand out. Be sure that you have a proper placeholder for it, and that the colors in the image align with the rest of your signature.

Design your signature

The look of your email signature ought to go in line with the company’s branded style: the colors, fonts, formatting, and voice. Unless you are violating the corporate style guidelines, consider using non-default fonts and sprucing the signature up with colors.

- Readable web fonts

It means that both your recipients and their email clients should be able to recognize the text of the signature without an effort. Open Sans, Helvetica or Verdana could be a good start. But first consider the company’s font.

- Harmonizing colors

It is advisable to add some color to your signature. However, it should not be too bright and colorful — let the readability come first. Also bear in mind that black and white can look very stylish too. You can find more on utilizing colors in email signatures in this blog post.

Some don’ts of a corporate email signature

  • Your email address

It is already displayed in the From field.

  • Links to all your social media profiles

There is no necessity to link to your personal profiles in corporate emails. Just go with LinkedIn and some other work-related account that you use regularly.

  • Inspirational quotes.

They are not only considered as bad taste, but can give a false impression of you. Alternatively, your recipients may just not agree with the message of the quote.

Review the confidentiality statement

Many companies require their employees to include a confidentiality statement in their email correspondence. The problem is, these statements are often written in legalese, are too long and sometimes distract from the email’s content. I could advise you to rewrite the statement in such a way that it is actually easy and/or fun to read by shortening it and replacing legal terms with the human ones.

Try an email signature generator

The last trick I want to share with you is using an email signature generator, such as NEWOLDSTAMP. It’s an online app where you can easily and quickly create a professional signature. To get an idea what it looks like, you can have a glance at some of the email signatures that have been created with NEWOLDSTAMP in June:

What elements does your corporate email signature consist of? Is it in line with the company’s brand style? Does it feature a photo of you? Please share your thoughts and comments below.