34 dos and don'ts in your email signature

34 dos and don'ts in your email signature

We have already noticed some pitfalls when it comes to email signatures... That's why we decided to share our advice with you with a list of things to do but also not to do...

1) Put your company logo

This advice may seem simplistic at first, but some users continue to deprive their email signatures of their logo. It would be a shame to abandon this feature because it is an excellent way to be recognized by your interlocutors during your exchanges.

2) Respect the graphic charter of your company

As in any communication medium, your visuals and email signatures must respect your graphic identity: it is your trademark, the one that allows you to be recognized but also to guarantee consistency when speaking.

3) Imperately use tags <table>

Tags <table>allow you to create tables. We recommend using them, especially when you want to control the display, visual layout, and optimization of your email signatures.

4) Always put “height/width” attributes on images

If you follow this advice, then you will be done with the problems of the proportions of your signatures. Indeed, indicating your width and height attributes on your images will guarantee you good dimensions, so a functional display...

5) Use inline CSS with the style attribute

Only inline CSS is accepted today in email bodies. We hope every day that this will change soon...

6) Check the rendering on a majority of devices (mobile, Outlook, Gmail)

Because we are users present on all communication channels, you must always ensure that the display of your email signatures is functional on all devices, otherwise it could damage your credibility.

7) Do not exceed 650px horizontally

If you want your signature to be legible on a phone then you won't skip this valuable advice.

8) Do not exceed 500px vertically

If you don't want to end up with a signature that's bigger than the body of the email, then you won't skip this advice either.

9) Check that the contact details are up to date

Imagine that one of your prospects finally decided to take action and contact you, it would be a shame if this desire was countered by a bad phone number, right?

10) Add a Twitter, Facebook, Linkedin icon to increase your subscriber base

Not using daily opportunities to grow your social networks is a shame!

11) Add your latest blog post to your email signature

Do you practice content marketing? Very good strategy! What if you bet on your email signatures to maximize the reading of your white papers, newsletters or blog articles?

12) Comply with the law

Because the law evolves and changes continuously, it is better to have read the latest measures put in place because, as you know, no one is supposed to ignore the law...

13) Add Linkedin, but which one? (professional or personal account)

Refer to your communication strategy before making this decision of course, but as far as we are concerned, we will always recommend that you give priority to your personal LinkedIn account: users prefer to communicate with people, not company accounts.

14) Measure the traffic generated by your email signatures

Like any objective that is not specified, quantified, qualified, a strategy that does not include measurement indicators is losing out. Never neglect the evaluation of your actions: measuring and analyzing your traffic can allow you to find certain corrective actions to achieve your goals.

15) Delete “Sent from my iPhone”

Apple advertises enough not to add ads to each email...

16) Target email signature campaign content by user population

Catherine, from the accounting department, and Gilles, from the IT department, may not be sensitive to the same types of content, yet it is essential to arouse their divergent interests. Scheduling content by user population will make your life easier, no need to choose...

17) Add your disclaimer

Do not forget to indicate your legal information at the bottom of the signatures, for example: “this email is confidential” or “do not print”.


18) Make sure the links in your signature are not dead.

There's not much that's less professional than dead links in your emails...

19) Integrate analytics into your clicks and email signature statistics

Again, measurement and analysis are not neglected, remember this is what will allow you to reach your goals more quickly.

20) Have a clear call to action in your banner

A banner that does not encourage any action is not really necessary in the end. It is better to take care of your message before broadcasting.

21) Do not send a 3-page how-to guide for employees to update their signatures themselves.

Ensuring good communication via your email signatures is a role that, by deduction, falls to the communication department. And Signitic is there to save you and your employees time.

22) Do not use bullets, check marks, or numbering

So that your customers don't confuse your signature with their shopping list.

23) Do not create your signature as a single image

By creating an image, you will renounce the use of functionalities such as the addition of buttons: social networks, maps, etc.

24) Don't use Comic Sans MS as an email font

This advice is valid for any written or visual language after all...

25) Don't be afraid to add images to your signature, but do it right!

We avoid little cats, photos of plants at grandma's house, we prefer appropriate and professional visuals (be careful, this does not in any way prohibit originality).

26) Don't copy an email signature template from Microsoft Word

Unless you envy the result of a display that is anything but functional...

27) Don't leave this task to IT

They are generally (too) effective but not very creative, they especially have other more critical things to manage. Why not contact your communication department?

28) Do not add your signature at the top of your email

No, we are not going to explain to you why it is better to start your email with “Hello” rather than with “Regards”.

29) Don't put 17 colors

Adding colors is a very good idea, but it is better to avoid rainbows... It could harm the readability and the retina of your interlocutors!

30) Don't think your signatures will be the same on every device

If you need to check the correct display of your email signatures on all your devices, this also implies that they will not be the same... Be careful!

31) Don't waste space with useless information

To be read and understood, a message must be clear, synthetic and understandable, get to the point and limit unnecessary information.

32) Don't assume everyone knows where you are based

At the risk of disappointing you, yes you need to specify your address on your email signatures.

33) One title/work per signature, please

Clarity is still the preferred tool to use, avoid signatures like “Gilbert, partner, founder, freelancer, life coach, voodoo”, this can generate a certain skepticism for your end users...

34) Don't feel guilty for reading this entire article

On the contrary, you can be proud, now you will become an expert and will know how to handle your email signatures with ingenuity!

And that's it, this article is over, stay connected to the Signitic blog: new tips and news are coming soon!

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