Following corporate email signature guidelines is important while creating a corporate email signature. Number one thing you need to keep in mind is uniformity and consistency. Your company email signature design should be consistent with your brand and uniform across all the employees.Your business emails represent your company, so they can be used as a tool to promote it.
Logo or personal photo for company email signature
Email signature with logo will increase your brand awareness. Every time the recipient sees your email signature they will associate it with your brand, thus strengthening your brand recognition - this is how email signature branding works. Remember that your employees are not only a part of your company but also your personal brand ambassadors. That’s why it’s a great idea to include the photo of your employees in their company signature. Just remember to use a professional image, preferably made in the same style, with the same background, as the rest of your team, and definitely not a selfie or cropped photos. The photo itself should be quite small as it would take ages to load if it were large. Or even a better idea would be to upload your headshot to server and use HTML to display them in your emails. If you put the face to your name it automatically makes you a real person in the recipient’s eyes. Email signature with a photo is perceived as friendlier, more approachable, personal and human.
Best corporate email signature fonts
While choosing your email signature font, ‘the simpler, the better’ is the go-to approach. The email signature font has a significant impact on its readability and visual perception. If you’re using some fancy, quirky corporate font, it’s better to choose a simpler, safer version for your email footer. Special ‘fancy’ fonts clutter the email signature and may not look the same on different email clients and devices. Using safe fonts (like Arial, Verdana, Helvetica, etc.) will ensure that your email signature looks clean, neat, elegant and exactly how you intended it to look, no matter the email client or device.
The color scheme of corporate email signature design must be consistent with your brand colors. If you work in a creative field you may get away with using bold and bright colors, but it may be frowned upon in a more formal business communication. Still, you can make your email signature eye-catching by using modern and crisp black-and-white color scheme. No matter the business sphere, the golden rule you need to remember is to use no more than two colors that complement each other and stick to them. Using too many colors will make your email sig look gaudy, sloppy and just unprofessional.
Email signature contact details
List only the relevant contact details. Your company signature should obviously include your business website, office phone number, your headquarters’ address. Make sure you write the phone number with all the necessary international prefixes to avoid mix-ups. Try not to overload your email footer with too much info. Contact details should take no more than 3-4 lines, thus not overwhelming the email signature.
Social media provides your readers with another opportunity to connect with you, learn more about your company. This is very helpful in building business relationships and in the conversion process. Analyze your data and include the most relevant social networks for your customers. Keep your image professional. Your employees should use your company’s business pages in social networks. Linking their own accounts to the email sig, may create embarrassing situations and tarnish your company’s reputation.
Email signature banner
Including a banner to your email signature will help you to promote your company. Email signature banners are a great medium to inform your customers about your company’s latest news, special offers, awards or certificates you have won. If you’re organising some kind of event, like a conference or launching a new product, it is a great chance to use email signature banners to share this info with the outside world. Don’t forget to keep your email signature up to date, nothing disappoints a client more than receiving invalid, outdated information.
Additional CTA buttons
There’s something magical about the buttons, they just compel you to click on them. That’s why adding CTA buttons to your email signatures is an absolute must-have. Apart from including the usual strong action words, like ‘Click here’, ‘See more’, ‘Buy NOW’ in your CTA, you may add ‘schedule a meeting’ button or ‘book a demo’ button. These buttons don’t just take your recipient to the landing page fill-out forms, but they encourage the customer to take a very specific action, which will benefit your company.
Some countries (for instance, the UK) have specific legal requirements which oblige your company to include a disclaimer in all your company signatures. Check with your legal advisors if the country where your business is located has specific laws which require a disclaimer. If it’s not necessary, don’t add it to the footer, as it just takes too much space. The same goes for a confidentiality statement.
According to a recent study 75% of consumers say that they use their smartphones to check email. You might have noticed yourself that you’re quite inseparable with your mobile device, and it’s much easier to check your email on the go if you’re rushing through a hectic day. That’s why, it’s essential to make your email signature as mobile friendly as possible. You can use a specifically designed vertical template or create a simplified version for a mobile phone. Check and test your email footers on as many devices as you can. Make sure that your email sig looks impeccable on all of them.