In business, details matter. To be more precise, in a successful business. Unfortunately, many entrepreneurs focus only on global challenges, missing out subtle yet significant instruments of influence on a target audience such as an email signature.
A well-designed email footer helps set a business-like tone and create loyalty and trust to the sender. We have already discussed what makes your email signature to be a good one. We will therefore not elaborate on this topic but tell you what not to do when creating an impactful signature for your online letters.
Did you know that one of the biggest mistakes on signatures is inconsistency across the organization because each employee used their own templates and tools? By creating a consistent and perfectly branded email signature for each member of your team, you build brand recognition among your company's contacts. That is why you should use the same or similar template across your company to make sure that every signature matches the style and format you've approved.
Some believe that they can easily create it in Photoshop or directly in their email program. Others prefer using Microsoft Word, then copy it from there, and voila, the email signature is ready to go. Nah, it doesn't work like that.
It's obvious, but you have to think about using the right tools at early stages and remember that you're dealing with a signature, not a document, not a web page, and definitely not an image. Today, you can create a beautiful, informative virtual business card for almost any email client in just a few steps using email signature generators.
If you know HTML or have a team member, who has a good command of it, go to the coding.
Once you decided to create it yourself, be prepared to do a lot of testing. Not to annoy your customers with an improperly displayed email footer, you need to know how it'll look on various devices and different email clients like Outlook, Apple Mail, Gmail, etc.
As we mentioned before, a well-branded email footer is a tiny yet powerful detail that promotes your business with every message sent by your employees. Did you know that companies offering to create professional email signatures online may even provide you with a central management option for all signatures and users in your organization?
You are lucky if you have a small team and employees cooperative in adopting their email signatures. But what if there are dozens or hundreds of mailboxes in the company? How do you control everything manually? No worries, some email signature design software or services can even do that for you. From a dashboard, an administrator can see what signatures have been installed and what haven't.
When it comes to creating the HTML email signature, you should consider pros and cons which will help you make up your mind.
Let’s start with the Pros.
If you or your developer have a good command of HTML, you have no limits and can implement any idea.
Often, email signature services offer various subscription plans allowing to create one, two, ten, and more signatures during a year. But what if you want to modify your signature after your subscription is over? Once you created your own HTML footer for email, you won't have to pay again and again but will be able to edit it at any time.Cons
Learning something new is always good, but sometimes you just haven’t enough time. Moreover, you may need something very urgently.
So if you’re a busy individual and have no time to learn HTML or improve your coding skills, you need to start looking for people who are capable of doing your project. In case you have no previous experience in hiring a web developer, it may also be a very time-consuming task to find a knowledgeable one.
While one recipient may see your signature as you designed it, another one may receive it as a plain text message or just all messed up. Why? You should understand that different email clients have different tech requirements for signatures.
Bear in mind that you will need to test your signature in all email clients and how it will look like after being sent.
It's hard to imagine our life without smartphones today. That is why we can assume that someone may be reading our emails using a smartphone or tablet device. By the way, more than a half of all mobile phones in the United States are now smartphones. A lot of business people prefer using mobile for their business correspondence, so it is in your best interest to ensure that your email signature displays correctly on all types of devices.
There is a huge number of tutorials on the web on how to create a professional email signature in Photoshop. But are those worth trying? Let's find out!
If you're a Photoshop guru, this option is the very first choice for you. A wide range of image-editing functions allows you to get not just a signature, a work of art! But don't overdo it, all right?
You can customize your email footer's contact text, labels, icons, fonts colors and styles, margin widths, images, banner, and more.
Just as with HTML discussed above, you won't have to pay again and again every time you want to change anything.Cons
For non-Photoshop people among us, creating an email signature in this editor can be quite hard. You have two options here: you either need to improve your graphic design skills or hire a pro who can do the work for you.
When you create your signature in Photoshop, remember that the image can go to attachments and won't be displayed automatically. To see your signature, the recipient must click a “download images” button. Also, you risk that some recipients won't be able to see it at all because they have disabled images in their email client.
But even if they haven't, they still won’t be able to click on your links, social icons, banner, call to action. Now imagine your customer clicking your Facebook page link or expecting to subscribe to your monthly newsletter. Instead of getting what they want, they are taken to the place where you located the signature because it is just a picture with only one clickable area. You'd be frustrated too, wouldn't you?
As you can see, you need to know a lot about the details (including HTML) in order to get it to work. Also, keep in mind that some mail software is not particularly good at interpreting HTML.
Sometimes images are taking an insanely long time to upload.
Your message may never arrive if your signature is just an image because it can be caught as spam.
Another popular way of designing a professional signature for emails is using a Microsoft Word or Google Docs template. You probably heard of Word Rendering Engine by Microsoft for creating the HTML code. The produced code looks the same across almost all Microsoft products like Outlook, Word, and Excel. For instance, if you copy a table from MS Word and paste it directly into a message in Outlook, it will be appropriately displayed in most versions of Outlook. Although this method is free, some specific things will go wrong if you choose to follow this approach.
The issues include:
Because other email clients like Gmail, Thunderbird, Apple Mail, etc. can't read the “HTML code” produced by the Word Rendering Engine, the recipients using these email applications will see extra spacing, gaps, and wrong fonts in your email signature.
Besides, the beautifully formatted template that you created in Word will most likely look okay in Outlook and terrible and unformatted in all other major email clients. Your signature may even be somehow not available to the recipient.
Your logo and other images can go to attachments.
If you have poor knowledge of HTML, never use Microsoft Word to draw your template. The email signature will most likely look awful on mobile devices.
Fiverr is a freelance platform for people who want to sell or buy services starting from five bucks. There are a variety of categories available on Fiverr to choose from. The most popular are graphic design, web development, copywriting and translation, video creation, digital marketing, and many more.
If you choose to create an email signature using Fiverr, you can find someone who will do that for you at a very cheap rate.
Besides, you can find a person who will be able to bring all your ideas to life rather than just take a ready-to-use template.
Since you don't need to learn HTML and Photoshop, you'll save a lot of time to focus on more important things on your plate.Cons
Although you can see the ratings of freelancers who provide services, you never can be sure that you'll be 100% satisfied with the result, the freelancer’s way or working, and adherence to deadlines.
Keep in mind that each time you'll want to correct your email signature (e.g., change any design details), you'll need to contact your vendor for updates.
Why not try it yourself then?
Nowadays, there is a variety of online email signature creators that can make a signature for you, your business, and every member of your team in an effortless way.
You can create a simple footer for electronic letters for free. Advanced premium features are available in paid version.
No coding or graphic design skills required. All you need to do is to input your personal data and upload images to the website.
If you are using Gmail, you may be looking for a reliable Gmail signature generator, but the good news is that there is a plethora of tools that will let you make a signature you can use with a variety of email service providers.
A good email HTML signature generator creates email signatures that are correctly displayed on different mobile devices.
If you prefer to design a signature on your own, sometimes it's not easy to make all the links in your signature active. To motivate the recipient to view your website, Facebook page or online store, you should be able to insert clickable links to your social media profiles, use promotional banners with effective CTAs. This is possible and easy to achieve with the help of signature generators.
Some email signature generators have central management to control and update your and your team's signatures.
Poorly formatted HTML may be a cause of the letter blocking or filtering. To minimize the chances of your email along with your HTML email signature being sent to a spam folder, use signatures that are coded using the best HTML practices.
A well-designed professional signature is an efficient marketing channel. With its help, you can generate more traffic to your website, notify your contacts about your product, events, activities, updates, encourage the recipient to connect with you and your brand.Cons
Although you can be offered a wide selection of professional ready-to-use templates to choose from, you may still not like them or want something specially designed for you.
You have to pay for premium features.
You have just installed your brand new virtual business card and sent your first email. Now you may face various issues. So let’s take a closer look at some of them.
Unfortunately, it's impossible to control what email signatures look like after the recipient replies to your emails. You need to understand that the user may have settings to reply only in plain text.
You can either see a blank square with a red “X” or your images can go to attachments. This is probably happening because you copied and pasted the image into your email signature. To resolve this issue, host the pictures you will be using in your email signature online. For this purpose, you can use your web server or image hosting sites like Imgur, Tinypic, and Photobucket. However, be aware that some email clients can automatically block any externally hosted pictures for security reasons.
To create a signature that will look good on mobile devices, remember that the phone screen is usually much smaller and the space is pretty limited. Therefore, the objects must be larger, while the number of them smaller. Because a typical smartphone screen is vertical, be sure to align your email signature elements vertically too. You should also remember that social icons must be big enough to be clickable. We usually recommend limiting their number to three.
First of all, make sure your signature isn't a single image.
Email signatures play a vital role in your brand's success. Also, a carefully composed and professional signature can distinguish your business from the rest. While it may be easy to create it yourself, it may be quite hard to get the email signature to display fine across various email clients. Because you're dealing with a signature, not a document, and not an image, you shouldn’t use Microsoft Word or Photoshop. Our best recommendation would be to use email signature generators which can offer a variety of templates, created by professional designers, compatibility with almost any email client, and good technical support.