34 things to do and not to do in your email signature

34 things to do and not to do in 
your email signature

We have already noticed some issues with email signatures… That’s why, we decided to share our advices with you with a list of things to do but also not to do...

This advice may seem simplistic at first, yet some users still deprive their email signatures of their logo. It would be unfortunate to give up this feature because it is an excellent way to be recognized by your interlocutors during your exchanges.

2) Comply with your graphic identity

As in any communication mean, 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) Must use <table> tags

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

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

If you follow this advice, then you will deal the problem of the proportions of your signatures. Indeed, specifying your width and height attributes on your images will guarantee you good dimensions, so a functional display...

5) Use inline CSS with style attribute

Only the inline CSS is accepted today in the email corps. We hope every day that this changes soon…

6) Check the display on multiple devices (mobile, Outlook, Gmail)

Because we use several channels of communication, always make sure that your email signatures are displayed correctly on all devices, otherwise it could damage your credibility.

7) Do not exceed 650px horizontally

If you want your signature to be readable on a phone then you will not skip this valuable advice.

8) Do not exceed 500px vertically

If you do not want to end up with a larger signature than the body of the email, then you will not skip this advice either.

9) Check that the coordinates are up to date

Imagine that one of your prospects finally decides to take action and contact you, it would be unfortunate that this will be countered by a wrong phone number, right?

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

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

11) Add your last blog post to your email signature

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

12) You must comply with the law

Because the law is constantly evolving and changing, it is better to know the latest measures in place because, as you know, no one is supposed to ignore the law— even in a signature.

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

Of course, refer to your communication strategy before making this decision but as far as we are concerned, we will always recommend that you give preference to your personal Linkedin account: users prefer to interact with people, not business accounts.

14) Analyse the traffic generated by your email signatures

Like any unspecified, quantified, qualified objective, a strategy that does not include measurement indicators runs at its loss. Never neglect the assessment of your actions: measuring and analyzing your traffic can help you find some correctives to achieve your goals.

15) Delete «Sent from my iPhone»

Apple does enough advertising to avoid this signature in your emails.

16) Target email signature campaign content by user population

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

17) Add your disclaimer

Don’t forget to include your legal notices at the bottom of the signatures, for example: “this email is confidential” or “do not print”.

There’s not much less professional than broken links in your emails...

19) Integrate analytics into your email signature clicks and statistics

Again, measurement and analysis is not overlooked, and remember that this will help you achieve your goals more quickly.

20) Have a clear call to action in your banner

A banner that does not encourage any action does not really have to be. It is better to take care of your message before it is broadcasted.

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

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

22) Do not use bullets, check marks or numbering

So 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 features such as adding buttons: social networks, maps, etc.

24) Don’t use Comic Sans MS as an e-mail font

This advice is valid for any written or visual ultimately...

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

Avoid small cats, photos of  grandma’s plants and prefer appropriate and professional visuals (attention this does not forbid originality).

26) Do not copy an email signature template from Microsoft Word

Unless you envy the result of an all but functional display...

27) Do not leave this task to IT

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

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

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

29) Don’t put 17 colors

Adding colors is a very good idea, however it is better to avoid rainbows… This could affect the readability and retina of your interlocutors!

30) Do not expect your signatures to be identical on all devices

If you need to check the correct display of your email signatures on all your devices, it also implies that they will not be identical… Watch out.

31) Do not lose space with unnecessary information

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

32) Don’t assume that 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 such as “Gilbert, partner, founder, freelance, life coach, voodoo”, this can lead to some doubts for your recipients…

34) Do not feel guilty for reading the entire article

On the opposite, you can be proud, from now on you will become an expert and will handle your email signatures with ingenuity!

That’s it, this article is over, stay connected on Signitic’s blog: new tips and news are coming soon!