E-Mail Signature Tips

  1. Keep it as short as you can while providing all of the information you deem most important (four lines is the accepted standard).
  2. Condense information into fewer lines by using pipes (|) or colons (::) to separate the text.
  3. Remember that simple plain text is best; skip colors, special fonts and graphics.
  4. Use the accepted signature delimiter (two dashes and a space) to help your signature get recognized as such by email clients.
  5. Be careful with HTML formatting because it may not appear how you want it to for everyone.
  6. Test your signature with as many email clients as you can, especially if you use HTML.
  7. Optimize your logo or other graphics, upload the files to your server, and use an absolute URL.
  8. Provide written out URLs instead of using hyperlinks in your email to ensure the link will go through in the sent message.
  9. Only include IM details and Skype account information if you want to be contacted that way by anyone who sees your message.
  10. Include links to your most important social media profiles, only if they are appropriate.
  11. Include your email address. You can’t rely on various email clients to include header information in replies and forwards.
  12. Create different versions, both in length and content and know when to use each version (i.e. use a shorter version on replies).
  13. Make sure you update your signature on your mobile device if you frequently use it to send messages.
  14. Reconsider including a quote; you never know when you might offend someone or give the wrong impression.
  15. Don’t attach your vCard to your messages. Not everyone uses them and even those that do don’t need to receive them repeatedly.
  16. Skip your mailing address — not every recipient wants or should have access to that information.
  17. Avoid including multiple phone numbers and email addresses. Pick your contact preference and get rid of the rest.
  18. Avoid including a legal disclaimer unless required to do so.
  19. Avoid including a virus-checked message at the bottom of every email.

Examples of Effective Plain Text Email Signatures

Default version:
--
John Doe
President | My Company Inc.
555-555-5555 | john@johndoe.com | http://www.johndoe.com
Twitter: http://twitter.com/johndoe
Replies:
--
John Doe
555-555-5555
http://www.johndoe.com
Forums or Discussion Lists:
--
John Doe
http://www.johndoe.com

What does your email signature look like? What tips would you add to the list?

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Published in: on August 21, 2010 at 1:26 am  Comments (2)  

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2 CommentsLeave a comment

  1. Nice site !

  2. Thanks for another informative site. Where else could I get that kind of info written in such an ideal way? I’ve a project that I am just now working on, and I’ve been on the look out for such information.


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