Email signatures are one of the most misunderstood elements of a good email and are very often not used as well as they could be. We've all seen signatures from different organizations that seem like an after-thought, or worse yet, don't even exist. Although it's easy to overlook, it's extremely important. Here are some things to look at when creating your signature so you get the most out of it.
An email signature should include your Name, Company, Company Address, and ideally a Contact Number as well as Website Address. There may be reasons not to put a contact number in the signature but it's a place where people often look for it. People aren't always great at adding contacts to their phones or email, so including your number in your signature makes it extremely easy for anyone who needs to get in contact with you to find it.
The Website Address is another thing that is often overlooked. After all, people can just go to the domain in your email address right? There are two great advantages to adding it to your signature though; You'll know when someone has visited your website and it makes it much easier for people to get there. If you don't include a link to your website in your signature you're adding extra steps for them, which reduces the change that they'll visit. Like many people out there you also might think that nobody ever clicks links in your signature so why bother, and like many other people out there you'd be wrong. Links in signatures do get clicked, so add one and don't miss out on opportunities that you could have had.
Add Your Signature to Replies
We get a lot of email that had a signature in the original message but doesn't have one added in the replies. If the whole point of the signature is to make it easy to contact you and if you're tracking it and using it to identify opportunities why wouldn't you add it to every message? It's not inconvenient so there's really no downside. Make sure you have this set up because again, you could be missing out if you don't.
Another common thing that happens is the "personalization" of email signatures. While personalization can be a great thing it's a good idea to keep signatures uniform and delivering a consistent message no matter who sends the email. A signature is a great repetitive piece of branding, but it's very easy for that person in the office who loves cursive script to dilute the message. Seeing your message delivered consistently will help solidify your brand in your contacts minds.
At the End...
It may be placed at the bottom of the message, but the signature can be used to deliver a consistent, professional message; One that also tells people how to contact you and gives them the opportunity to do so. Not having it could mean frustration for your contacts as well as lost opportunity so make life easier for everyone and add a signature to all your outgoing mail.