A study by The Economist showed that nearly 80% of companies now use some form of online communication as their primary method of conducting business. This trend is only likely to continue, which means that the way we communicate with one another – both personally and professionally – is changing.
One of the most important aspects of online communication is your email signature. An email signature is a short block of text appearing at the end of an email, typically including your name, job title, contact information, and even a picture or logo.
While an email signature may seem small, it’s a significant part of your online identity. It’s one of the first ways people will learn about you, so it’s essential to make sure that it’s professional and polished.
Here are a few tips for creating a professional email signature.
Keep it short and sweet. Your email signature should be brief and to the point. It’s unnecessary to include your life story or a list of all your accomplishments. Just include your name, job title, and contact information.
John Smith
Director of Sales
555-555-1212
jsmith@company.com
OR
Jane Doe
Account Manager
555-555-1212
jdoe@company.com
Use a professional-looking email address. If you’re using a personal email address for business purposes, make sure that it looks professional. Avoid using cutesy nicknames or anything that could be considered unprofessional.
Janesmith@company.com (good)
queenjaniesmitharoo@company.com (bad)
bbyslaykewl@company.com (bad)
Include your company’s logo. If you’re representing a company or organization, it’s good to include the logo in your signature. This helps create a sense of branding and makes it easy for people to remember who you are.
Use a consistent font. Simplicity is critical when it comes to email signatures. Stick to one or two fonts that are easy to read and avoid using any fancy or decorative fonts that may be difficult to read. You want your signature to be legible and easy to scan, so keep that in mind. The font size should be between 10pt and 12pt, and you should ideally use standard fonts such as Arial, Times New Roman, or Verdana.
Use your primary color scheme. Along with using a consistent font, you’ll also want to use a consistent color scheme in your signature. This helps create a sense of cohesion and makes it easier for people to remember your brand. Stick to two or three colors that work well together.
Proofread your signature. Before you start using your new signature, be sure to proofread it for any typos or errors. A professional email signature should be free of any mistakes, so take the time to double-check your work.
How to Set Up a Professional Email Signature
Setting up a signature is a straightforward process if you use Gmail, Outlook, or another popular email service. In most cases, you’ll be able to add your signature directly in the email settings. Look for the “Signature” or “Email Signature” option and follow the prompts to add your text and images.
If you’re not sure how to set up a signature in your email program, you can always do an online search for the instructions. Just type in “how to set up an email signature,” and you should be able to find step-by-step instructions.
Once you’ve got your signature set up, take a moment to test it out. Send yourself an email and make sure that your signature appears at the bottom of the message. If everything looks good, you’re ready to start using your new signature in all of your email correspondence.
Creating a professional email signature is a simple way to make a good impression and build your brand.
