Your business communication with partners, investors, and clients, as well as your colleagues, defines the success of your business, its brand and popularity. Emails play an essential part in this communication. It often takes years to master the art of writing business emails, but it’s vital that you make a good start by paying attention to the structure of your email and its key elements.
While a subject line is crucial in getting recipients’ attention to your message, the message itself and a business email footer are no less important here. All in all, no matter how flawless your subject line is, all it does is getting the letter opened. The desired outcome often depends on the signature footer.
So what is an email footer? We are talking here about the part of your email which comes after a closure part (“Best regards” and the like).
Basically, it is your email signature. Sometimes, a mail footer consists of a signature and a disclaimer and/or confidentiality statement, in case the latter is required. What you have in your email signature footer depends on what you plan to accomplish with it.
In this regard, there are three central purposes of an email footer.
To make the email signature work for you in all these ways, you need to make sure you execute it properly. In the current article, we’ll view the fundamental elements of a good email footer, provide you with the main tips on creating an email footer that works, and give examples of the best email footers.
So, how to write an email footer? To answer this question, let’s see which elements constitute good email footers.
The first and the most important element of any email signature is your name. Any professional email footer should list both your first and last names. Do not use alternative forms of your name and be consistent across your online profiles: make sure the name in your mail signature matches your name on your website and LinkedIn profile.
Unless your brand is you, including the name of the company you represent is a must. Always write the company name correctly: pay attention to uppercase and lowercase letters, or use camelcase where necessary. Follow the company name by the company’s website URL. It will spare your recipient the need to google it.
List all the contact details you find relevant. Include your phone number, Skype name, an alternative email, or your company’s address. Specify an international prefix for the phone number. You might interact with people from all over the world, so make sure no misunderstanding occurs when people try to call you.
It is a good practice to link to social accounts in the footer of the email, especially when they are a part of your business brand. Do not showcase social profiles which you don’t want to be public. Another thing to keep in mind: Rather than having full URLs, use social icons. They are recognizable and take much less space.
Adding a photo will make you recognizable. Moreover, once your recipients have seen your face, they will picture you as a real person, not just a virtual entity. Pick a small-sized headshot in good quality and make it a part of your business email signature.
An important note: Instead of attaching images, upload them to your server and use HTML to display them in your emails. It will save your recipients from the need to store your imagery on their email servers.
In some countries, all business communication emails must have a disclaimer in the company email footer. Check with your legal advisor if you need it. If a disclaimer is not required, craft a footer without it, as it will only take space. The same applies to a confidentiality statement.
How do you create an email footer that is effective? See our several tips which we’ve collected from our experience. You can find more information on this on our blog.
It is recommended that you have an image in your email signature. It can be either a photo of you or your company logo, whichever meets your business or marketing needs best. Pay good attention to the quality of your media. Also, do not include images as attachments. It’s better to store them on your server and provide them in your signature as HTML. Bear in mind that spacious emails are more likely to end up in a Spam folder.
Do not make your footer too large. Allow for as much information as it is necessary, but withhold anything that is excessive. A proper email signature is up to 5 lines. More than that will probably only distract your recipient. On the other hand, do not make the email footer too condensed — use white space. It will increase the readability of your signature.
To crystallize your email footer message, include a clear call to action. By adding a CTA in your email footer text, you are turning it into a powerful marketing tool. Encourage your addressee to read your latest blog post, to attend your event, to get a free trial of your product, or to download your ebook. You can also choose between a text CTA and a banner.
According to Litmus, 56% recipients opened their emails on mobile phones in 2016. This figure grew even more last year. This is precisely why you need to make sure your signature is mobile-compatible. Always imagine how your email footer design will look on a smartphone: Is it compact enough? Is it readable? Can you see all the social icons well? Is it easy to tap on each link?
Speaking of devices, check your footers on all of them. Send a test email and open it on every device you can find: laptops, tablets, smartphones. See how they look on Windows, Mac OS, Linux, iOS, Android, etc. Check the signature in both desktop and web email clients, in every major browser. Make sure it looks professional and impeccable.
What do the best email footer examples look like? Before we give you some good samples, let’s see their main characteristics of an effective email footer template below.
And here are some HTML email footers which look great.
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