You probably already understand the importance of email signatures and want to give up reading this article to jump right into creating your own email footer as soon as possible. But hold your horses there, don't go away just yet. We know many people who end up creating a heavily cluttered or uninformative email signature. In this section, we will help you find the right balance.
Required fields of all signature templates
Keep in mind that a great email signature doesn’t have to be complicated, in fact, the simpler, the better. First and foremost, it should provide basic information about you, such as your name, business name, position, contact details.
You’d be surprised, but about 30% of email footers don’t even have a name, which may negatively affect your company's image.
It's important to include your job title to let recipients know who they are dealing with and if you can help them handle their issues.
If you represent a company, your email footer should have your company’s name in it as well.
You can also use your corporate logo, but make sure it fits in with the rest of your email footer's aesthetic. Also, we recommend limiting yourself to two images max. If you represent a personal brand, it’s a good idea to add a photo of you to your sig. Prepare a quality headshot with a friendly and relaxed facial expression.
If you have a website and are looking for ways to bring in traffic to it, consider adding the website URL to your corporate email signature. Or you can also try including another useful link. For example, if you are a customer service person, it'd be logical to add a link to an FAQ page. Most importantly, make sure your website is professionally built. If you want to save some time while building a website, Wix website builder or any Wix alternative might work for you.
✓ Email address
Some articles contain advise not to include your email address if you want to create a good email signature. But it is not always true. Of course, recipients can hit “Reply” to answer your message, but some email clients display names rather than email addresses in the “From” field. And when a person forwards your message, recipients will see your name, not the address.
✓ Phone number
Avoid using too many phone numbers. This may be irritating for the reader especially if they use mobile devices to read your email.
A basic email signature may not provide your address. Before you include your business address, make sure it doesn't overload your sig. Ideally, keep it to one or two lines of text.
These are needed to promote your social presence and to keep your clients up-to-date on what you’re doing. To avoid all the mess in your email footer, never use social media links here. Add icons instead. If you aren't all that tech savvy, consider using signature generators to effortlessly create an HTML sig with icons of your social media profiles.
Banners play monumental promotional and informative roles. They help to support your marketing and sales activities. Although many of us imagine those annoying animated ads when we hear the word “banner,” but we can assure you; modern signature generators can help you create nicely minimalistic and visually appealing banners.
An email disclaimer (also called an email disclosure, confidentiality notice, footer, or sign-off) is required for corporate email in many countries. Not to put your company at risk of fines, get the info about legal requirements in your country. Keep in mind that most well-crafted email signature examples have short and readable disclaimers.
Additional call to action buttons
When you check out great signature examples, you'll notice that CTAs in them are very simple, not too pushy, and usually aligned with the theme of the message. We'll go over CTAs again later in this article. Keep reading!