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20 min read

How To Create A Professional Email Signature?

Post by
Yash Shah

According to the Email statistic report by The Radicati Group, the average office worker sends 40 emails per day. Email has been a crucial medium of professional communication since years now.

Are you writing emails?

  • To have a conversation with a new prospect connection
  • To ask for referrals.
  • For pitching your product
  • In order to attract visitors for your website
  • For sending event invitations
  • To reach out to partners/influencers
  • Any other case

Do you often get stuck while figuring out how to write the perfect email?

We get you. Leaving an impressional with your emails is tough. Doing it at the end of your emails is even harder. That is why you need to pay attention to how you sign off your emails. Let’s see how you can create a professional email signature and why is it important.

The Need For A Professional Email Signature:

A lot of people do not much think of their email signatures and end up ignoring it. This is very clearly a missed opportunity. A professional email signature gives you the chance to clearly showcase who you are and give people an opportunity to reach out to you. It also enables them to know more about you/ your business.

If you are not paying much heed to your email signature, you are not making the most of this opportunity. A professional email signature is attention getting. It is neither flashy nor blend. Let’s see how you can create one.

Steps For Creating A Professional Email Signature:

1. Use Only Three-Four Text Lines

email signature

Say everything in your introduction and body copy of the email. The professional email signature should include only:

  • Your First and Last Name
  • Title/Designation, Company (linked to the website)
  • Phone Number/Email address
  • Social Profile Icons (optional)

2. Include An Image

create email signature

People often tend to remember visuals more than text. Including an image in your professional email signature will also help people in resonating with you better.

Suppose you are writing an email to send a proposal to your client and the client wishes to get on a video call and discuss further. It will be a great help to them if they already know what you look like.

Also remember, you should not include just any image picked out from a stock website. Include your own photo. Researches show that the most memorable photos are the ones that contain people.

3. Try Using “Sent From My iPhone”

sent from my iphone

Why? You ask. We trust the experts on this. A team of Stanford researchers studied the perceptions regarding credibility of misspelled emails sent with/without using “Sent from my iPhone”. The key takeaway was “using iPhone’s stock signature helps improve your image”.

They discovered that when emails with grammatical or spelling errors were signed off using “Sent from my iPhone” were considered more credible than the mails with lesser errors but without the signature.

You don’t like the typical “Sent from my iPhone tone”? or do you use another device? No worries, Alexis Madrigal from The Atlantic has compiled some interesting popular ways to personalise the signature:

  • Typed with big thumbs on small phone
  • iPhone. iTypos. iApologize.
  • Sent from a magical device that lives in my pocket. Please excuse typos.
  • From my smartphone so please forgive any dumb mistakes.

He specified the general tone that should follow: Apology/Location/Status [Communication] from [My] [Device]

4. Use A Clean HTML

better html code

If at all, you are using HTML for your signature, make sure that you don’t overuse it. A good text to HTML ratio is anywhere from 25 to 70 percent. In order to write a clean HTML for your professional email signature:

  • Use indent code.
  • Be consistent and stick to one pattern.
  • Avoid comments because HTML markups are quite satisfactory.
  • Use meaningful names for your Ids and classes.

There you are! All set to sign off your emails with a classic professional email signature.

Want to figure out the best flow and for your professional emails? Check out our directory of email templates.

According to the Email statistic report by The Radicati Group, the average office worker sends 40 emails per day. Email has been a crucial medium of professional communication since years now.

Are you writing emails?

  • To have a conversation with a new prospect connection
  • To ask for referrals.
  • For pitching your product
  • In order to attract visitors for your website
  • For sending event invitations
  • To reach out to partners/influencers
  • Any other case

Do you often get stuck while figuring out how to write the perfect email?

We get you. Leaving an impressional with your emails is tough. Doing it at the end of your emails is even harder. That is why you need to pay attention to how you sign off your emails. Let’s see how you can create a professional email signature and why is it important.

The Need For A Professional Email Signature:

A lot of people do not much think of their email signatures and end up ignoring it. This is very clearly a missed opportunity. A professional email signature gives you the chance to clearly showcase who you are and give people an opportunity to reach out to you. It also enables them to know more about you/ your business.

If you are not paying much heed to your email signature, you are not making the most of this opportunity. A professional email signature is attention getting. It is neither flashy nor blend. Let’s see how you can create one.

Steps For Creating A Professional Email Signature:

1. Use Only Three-Four Text Lines

email signature

Say everything in your introduction and body copy of the email. The professional email signature should include only:

  • Your First and Last Name
  • Title/Designation, Company (linked to the website)
  • Phone Number/Email address
  • Social Profile Icons (optional)

2. Include An Image

create email signature

People often tend to remember visuals more than text. Including an image in your professional email signature will also help people in resonating with you better.

Suppose you are writing an email to send a proposal to your client and the client wishes to get on a video call and discuss further. It will be a great help to them if they already know what you look like.

Also remember, you should not include just any image picked out from a stock website. Include your own photo. Researches show that the most memorable photos are the ones that contain people.

3. Try Using “Sent From My iPhone”

sent from my iphone

Why? You ask. We trust the experts on this. A team of Stanford researchers studied the perceptions regarding credibility of misspelled emails sent with/without using “Sent from my iPhone”. The key takeaway was “using iPhone’s stock signature helps improve your image”.

They discovered that when emails with grammatical or spelling errors were signed off using “Sent from my iPhone” were considered more credible than the mails with lesser errors but without the signature.

You don’t like the typical “Sent from my iPhone tone”? or do you use another device? No worries, Alexis Madrigal from The Atlantic has compiled some interesting popular ways to personalise the signature:

  • Typed with big thumbs on small phone
  • iPhone. iTypos. iApologize.
  • Sent from a magical device that lives in my pocket. Please excuse typos.
  • From my smartphone so please forgive any dumb mistakes.

He specified the general tone that should follow: Apology/Location/Status [Communication] from [My] [Device]

4. Use A Clean HTML

better html code

If at all, you are using HTML for your signature, make sure that you don’t overuse it. A good text to HTML ratio is anywhere from 25 to 70 percent. In order to write a clean HTML for your professional email signature:

  • Use indent code.
  • Be consistent and stick to one pattern.
  • Avoid comments because HTML markups are quite satisfactory.
  • Use meaningful names for your Ids and classes.

There you are! All set to sign off your emails with a classic professional email signature.

Want to figure out the best flow and for your professional emails? Check out our directory of email templates.

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About Author

Yash Shah
Co-founder & Chief Executive
Facebook

Yash did Mechanical Engineering and worked as an Investment Banker before founding a Tech Agency that grew to 55 people team offering SaaS, FinTech and E-Commerce Web & Mobile app Development. He currently serves as Chief Executive at Clientjoy - a platform that helps 13K+ Agencies & Freelancers in 90+ Countries acquire and retain happier clients.

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