Which is more effective?
We’ll help you decide what information you should put in an email signature.
Is it a professional signature for your company or a personal signature?
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Will youuse the signature by defaultfor every email or only certain ones?
Do you plan to include the signature in both internal and external emails?
Related:Should You Bother With an Email Signature?
Most people who create and use an email signature do so for professional reasons.
You may also use a signature if you’re a student or job seeker.
With this in mind, the details you include can depend on your industry, occupation, or intent.
In this case, you might considersetting up multiple signaturesand use the one you need at the time.
Title or position: When you send an email to someone new, assume they know nothing about you.
Phone number: While email is a solid form of communication, often times a phone call is necessary.
This is especially acceptable if all calls are routed through the same main line.
Company website: Many may consider this a basic that all signatures should include.
However, it’s simply an option that you may want to add.
If so, link theURLso your recipient can visit with a click.
However, there are email applications that display the name only, especially when replying.
Company logo: To represent your company brand, consider adding your logo to the signature.
It can be beneficial for your recipient to see the design making it easy to remember at a glance.
Think about some of the most well-known logos that make those brands quickly identifiable.
Check with your supervisor or manager for the verbiage if you believe this may be the case.
Personal information: Don’t include personal details in a business signature.
Image signature: You may find attractive email signatures that are actually images rather than text.
These usually look lovely but are impractical for those with screen readers orusing a Read Aloud feature.
If you do decide to use an image for your signature, be sure to include alt text.
Also, check out our how-to forOutlook’s email signature templates.
Related:How to Use a Microsoft Template for Your Outlook Signature
Keep it brief.
It’s recommended that your email signature be no longer than four or five lines.
With too much detail, it takes time for your recipient to find the information they need.
Plus it can be a space hog on mobile as shown below.
See the first screenshot in thewhat not to include section above.
Related:12 Email Etiquette Rules for Flawless Communications
