Consider yourself a part of a huge company where you are the CEO, and you have to pitch an idea to the client through email, but you can’t email them using your personal email. So, you set up your professional email, but one thing seems to be missing…What is your email signature going to be?
As a CEO, you’re responsible for sending out dozens of emails on a daily basis to make sure that you balance the flow of clients without any hassle. An email signature is going to help you impress your client base and partners by adding professionalism and character to your boring emails. How to get started? Let’s look into what should be included in your professional email signature with the help of email signature examples so there are no hurdles for the client to reach out to you.
Add your first and last name.
This is probably the most crucial part of the signature, as your first and last name are a non-negotiable element because people want to know who they’re talking to.
Make sure that your receiver knows your identity well, especially when he/she is a valuable client or partner to you. To take your email signature to a new level, you can add a correct pronunciation to your name, as it will ensure that your name is pronounced correctly in the most respective way possible.
Provide your affiliation information.
Provide appropriate information regarding your affiliation in the email signature – whether it be a job title, your department, or even simply the name of the company where you work. With this information, the reader will be equipped with the knowledge of which organization you represent and which company is reaching out to them.
Also, make sure to avoid using vague titles to confuse the reader – instead, go for a formal job title, ideally the one mentioned on your LinkedIn profile.
Mention secondary contact information.
Another great way to prove your credibility to your clients is by adding your secondary information, as it can your client connect with you on a personal level while also providing direct, removing any automated or funnel communication.
If you prefer not to share your personal contact number, you can promote your website in your email signature, which can help the reader get in direct touch with you. The clients will not feel like they’re talking to a wall or an automated answering machine, but rather a real human being.
Adding a social profile icon.
Social media is all the noise these days, and for any company that you come across, the first thing you tend to do is check their social media. You already know how much money the marketing companies get paid just to boost a company’s social media presence. You should add social media icons to your email signatures and link them to your social media.
A list of URLs might seem cluttered in the email signature. So, use social media icons over plain links so that they seem aesthetically pleasing to look at and don’t look weird and stuffy. Providing your social media channels is another way of telling the reader that you are an open book and have nothing to hide. But, make sure that you are mindful of your online presence and stay alert regarding your social media posting.
Adding booking links
You must be asked to book a dozen meetings with different clients. It must get difficult to track the timings of these meetings and runs the risk of a backlog. To avoid this, you can add booking links in your email signature for this purpose to make scheduling a breeze.
With the help of a meeting scheduler, you can now organize your calendar or your boss’s calendar. A meeting link is shared with the receiver of the email, with which they can book a meeting with you directly. This avoids the risk of sending lengthy emails with unnecessary details.
Photos or logos
If you are considering adding your image, make sure it is professional and shows the body only from the shoulders up. By adding a photo or logo, you can create a personal bond with your clients so that they can visualize what your company and you look like.
What’s more, is that you can increase your brand’s awareness if you feature your company’s logo in your email signature. This creates a visual identity of your company and tells the reader what are your company’s beliefs and visual identity.
| Email Signature Element | Features | Perks |
| Name — First & Last | Your complete name | Establish your identity |
| Affiliation Information | Job title/ department and company name | Clarifies your role and organization |
| Secondary Contact | Direct phone number | Provides easy-to-access communication |
| Photos & Logos | Company Logo or professional headshots | Reinforces brand identity |
| Booking Links | Link to a meeting calendar | Simplifies scheduling methods |
Final thoughts
To conclude, it is not suggested that you go through this blog as a checklist. If you added all of these features then your email signature will probably be longer than the actual email. Consider adding the elements that matter the most to you and your company. The important thing to remember is that you should create your own signature that represents your company as well as you as a person in an efficient and welcoming manner.
