Everything in your professional email must be flawless: the subject line, body content, and signature. Yes, even the signature is an important part of an email. However, most senders ignore it.

Email signatures, in fact, may be a strong branding tool, enabling you to further personalize your message and make a vital first impression on your receivers.

If you want your customers to reply to your emails, you need design a professional email signature they can rely on. This simple tutorial will help you understand which components to include in your signature and which to leave out.

What should a professional email signature look like?

We’ve outlined some basic actions you can take to guarantee your email signature always appears professional.

Maintain simplicity

Only the most crucial information should be included in a professional email signature. It should be 3-4 lines long. There’s no reason why your signature can’t have the same fundamental structure as this one:

• Your Name
• Job title (optional), Company name (or website name) with a hyperlink
• Phone number

A cluttered signature might be distracting, so keep it simple. Worse, your receivers may see it as spam. Instead of using many titles and phone numbers, use only one.

Second, having too many contact possibilities might lead to a decision dilemma. When you give your recipients too many contacts to pick from, they may get confused by the information you’ve supplied. Give your recipients the most convenient means of contacting you.

Don’t include your email address

You may have noticed that our signature example lacks an email address. When your customers get an email from you, they may easily respond by clicking the reply button. There’s no need to stuff your signature with unnecessary items.

There’s no need to include several addresses in a signature if your organization has many locations and workers. Geo-targeting is a simple way to tailor your campaign.

If you use email systems like Campaign Monitor, you may add a personalisation tag to the ‘From Name’ field. The system will then automatically change the default email address with the most relevant reply-to-address (for example, the contact email address for a salesperson in the city of an individual customer).

Upload a picture

Personalization was the most popular marketing concept in 2018. Consumers now want to know the brands they support and to be recognized in return.

So, if you actually want to customize your email signature, include a picture of yourself. What are the most important picture requirements? Your photograph should be similar to any other professional headshot: crisp, high-quality, and, of course, of you.

If you don’t want to use your picture, try using your company’s logo instead. While this does not customize your email signature in the same manner, it may help your company’s brand recognition.

Add social media profiles links

It is critical to include social media into your email marketing plan. In fact, social media is Gen Z’s preferred mode of communication. So, if you want to encourage your customers to respond to your messages, include links to your social accounts.

Make sure your social media accounts are professional if you’re going to connect to them. Don’t publish anything unpleasant or controversial on your profile since it should be an extension of your professional self. Remember that using social media to create (rather than destroy) brand credibility is critical.

Here’s one more piece of advise if you’re thinking about integrating your social media profiles: If you don’t utilize them regularly, don’t link to them. Finally, you’re giving social media accounts so that customers may contact you in a variety of ways. Don’t link it if you’re not going to answer on Twitter.

Remove the phrase “Sent from my iPhone”

Several years ago, email marketing professionals felt that using the words “Sent from my iPhone” in an email signature would enhance CTR. They believed it enabled the sender to project an image of a successful professional who kept up with shifting technological developments.

But things have changed, and iPhones are no longer restricted to a certain subculture. In 2017, there were 728 million iPhones in use globally. Furthermore, writing an email to a customer from an iPhone might appear hurried and impersonal.

Before including a quotation, think carefully

In certain circumstances, you may also include a humorous, inspiring, or motivating statement in your email signature to increase interaction. A fitness teacher, for example, may insert a statement about dedication, while a therapist can make a recommendation about self-care. If the receiver finds this quotation beneficial, it may spark a conversation.

Overused quotations, on the other hand, usually anger receivers. It makes an email signature longer and might even ruin the professional tone. Don’t bother with a quotation if it won’t help your company’s image.

Include a call-to-action button

It is critical to have a call-to-action in your marketing. You must persuade your customers that they must act immediately. You may ask them to contact you, learn more, schedule an appointment, or read your blog.

In other words, specify the steps they should follow. Recipients will not hesitate to click the button if your message is clear. It will assist you in increasing CTR and, perhaps, meeting marketing objectives.

Choose appropriate color palettes and typefaces

There’s nothing wrong with incorporating colors in your signature, but bear in mind that any colours should complement your brand’s general color palette.

Make your email signature as clear, legible, and clickable as possible. If you lack creative skills, assign this duty to a professional designer who knows the complexities of great design.

Mobile optimization

Mobile can help your marketing efforts. In fact, smartphones and tablets accounted for 57% of all web traffic in the United States in 2018. The majority of individuals spend more than three hours each day on their phones, and they check their inboxes many times throughout the day.

In other words, your email signature must be compatible with mobile devices.

In reality, one of the most crucial reasons for simple email signatures is the increase in mobile traffic. The less information you provide in your signature, the more optimized it will be. Also, ensure that your text is legible on all monitors.

Conduct A/B testing

No matter how well you studied your target audience’s preferences, it’s hard to anticipate how successful your email signature will be.

Fortunately, A/B testing may be used to determine which components of the signature are most appealing to consumers. You may, for example, evaluate how alternative font sizes and colors perform, if animated GIFs are beneficial, and whether the quotation is required. To achieve accurate results, simply check one element at a time.

Wrap up

A professional email signature is excellent for boosting your personal brand and raising click-through rates. Furthermore, it might be a simple and straightforward technique to create trust with your clientele.

Create a quality, professional signature if you want recipients to connect with your business.