Email signature best practices
Email signatures are often overlooked … until someone needs to get in contact with you. So, if you haven’t thought about your email signature in a while, here are a few ideas to freshen it up.
Make sure you have one!
If you’re in the camp that believes an email signature is unnecessary, think again. Having an email signature is crucial and can provide the recipient with key information about you and your firm. This is especially the case when emailing someone located outside of your office.
Include your phone number
Sometimes emails just don’t cut it. Any issue that’s complicated or involves some subtleties is best discussed over the phone (or in person). Make sure that your email signature includes your phone number. It saves the recipient time and frustration when trying to reach you about serious matters.
Make your initial email and your reply signatures different
It is unnecessary to include all your information in a reply signature – all that detail just takes up space in the email chain. And most people don’t like all the extra scrolling. What you include depends on your responsibilities, but a phone number is usually a must.
It is unnecessary to include all your information in a reply signature.
Keep it short and sweet
We firmly believe that less is more! It’s a good idea to avoid the minutia of your job and life (your birthday and astrological sign are not entirely necessary, are they?). Key information that should be included are your: phone number, company’s name and physical address, link to your LinkedIn profile, etc.
Use a web-friendly font
Fancy, cursive fonts do more harm than good in the world of digital communications. Use a web-friendly font to make your contact information easier to read. And ensure the colours you use are appropriate – a light grey phone number may be difficult to read.
Use a web-friendly font to make your contact information easier to read.
Separate the numbers of your phone number with dashes or periods
Working in financial services, you see a lot – a lot – of numbers. Separate your numbers with care because it’s easy to miss a number when in a rush.
Don’t be caught ending your email on a bad note! Take a look at your signature and see if it needs fixing.
If you’re looking for more communications tips, contact us at 416.925.1700, 844.243.830 or firstname.lastname@example.org.